Early Start Plus funds 101: What To Do! 1.8.2018 Welcome to Early Start Plus Funds 101 What to do when you have extra funds

What To Do? Things to think about when you have left over funds Purpose today is to review how you might spend out your budget. What to do when you have extra funds? We could say – just SPEND IT!!! But I am afraid it is not that simple. When you have left over funds it is important to first understand what happened.

HOW COULD THIS HAPPEN? How does it happen that a FRC might not spend out its funds? It happens more than you think. A staff person leaves, a program falls through, the FRC was unable to start on time, miscommunication with finance staff and voila you have more money than you originally thought! Depending on the situation, you might have different choices of how the money can be spent. For example, if you are in a situation where the grant year is done and you had not already expended all your funds, you cannot purchase items AFTER the grant period is done. If on the other hand you still have time on your grant, you have more options. No matter what has happened, you can only spend the funds on the purpose of the contract – so, today as we review options, we will be viewing options through the lens of the contract.

Purpose of ESP Funding Serve Families Who May Be Eligible For Early Start, Families Referred By RC, Families Who Are Eligible for Early Start Services Let’s start with PURPOSE OF ESP FUNDING - Funds allocated to Contractor in this Contract shall be used to serve families of children who may be eligible for Early Start services, families of children referred to family resources centers by regional centers and families of children who are eligible for Early Start services

It is true, sometimes we may wonder why we agreed to do this, but today we will simply review what did we say we could do?

What Did We Say We Could Do? Child Find Efforts By Implementing Targeted Outreach Strategies to Underserved Populations Minority, low income, homeless, rural and wards of the state Outreach Strategies: implementing community events, facilitating parent groups, distributing materials and providing presentations Our focus is on outreach to underserved populations, so if you have any additional funds it would make sense to spend the funds focused on the target population you have identified

Look to the contract!!! So what do you do when you have found additional funds? Look to the contract!!!

How Are Funds to be Used? Individualized Services Up to Date Materials Resources Group Events Outreach Collaboration Professional Development Data and Evaluation I will be “skimming” thru the content in our contract and want to make sure you know that this power point is not meant to be an exhaustive list, just a tool for you to remind you of opportunities. Funding can be spent on any of the following: Individualized Services Up to Date Materials Resources Group Events Outreach Collaboration Professional Development Data and Evaluation

Up To Date Materials “Contractor staff shall provide materials and information on child development, including social-emotional development, from expert sources such as the Department of Developmental Services, United States Centers for Disease Control and Prevention, and First 5” Personnel Time To Research Materials, Phones, Computers, Book Shelves, File Drawers, Website, Newsletters, Printing, Translation, Postage, Occupancy The contract says FRCs will provide materials: Therefor expenses could be on personnel time to research materials, phones, computers, bookshelves to hold materials, file drawers, the website, Newsletters, Printing, Translation, Postage, Occupancy All of those items are supportive of your work with families

Resources “staff shall maintain a list of local community services” Lamination, Staff Time To Create/Maintain, Printing, Translation

Group Events “Contractor shall provide group events for families unless waived by Coordinator.” This could include: training, playgroups, support groups, presentations Facilitator/s, caregiving, supplies (pens, pencils, toys), outreach, occupancy

Funds could go to pay for an outreach event at a pool

Outreach “Provide focused child find efforts by implementing targeted outreach strategies to underserved populations. The definition of “underserved populations” for the purposes of this Contract shall include minority, low- income, homeless, and rural families and children with disabilities who are wards of the State (34 C.F.R. § 303.277).” What does the contract mean regarding outreach?

Outreach “Outreach strategies may include, but are not limited to, implementing community events, facilitating parent groups, distributing materials, and providing presentations.” This could include: training, presentations, distributing materials Planning, Facilitator For a Meeting, Flyers For Upcoming Events, Materials At Events, Newsletters, Printing, Translation, Postage, Travel

Collaboration “Contractor shall collaborate with its RC to increase referrals to and from the RC and create a network of support for families.” Referral Materials Such As Laminated Information Document: “the Place Mat”, Thank You Gift,, Printing, Training, Postage Laminated Information Document: “the Place Mat” we highlighted the tool during PRRS – it is a place matt for providers to have at their desk to use to refer families, Thank You Gift – highlight someone at your local RC and say thank you – you cannot buy an expensive car like a Mercedes, but you may use funds to frame a picture done by kids, Referral Materials, Printing, Training, Postage

Professional Development “Contractor shall participate in the statewide regional trainings…” Travel, Mileage, Staff Time Some FRCs get very little funding, and ESP will do their best to support their travel, and can sometimes support additional FRCs, however, it is expected that FRCs put dollars aside for travel for trainings.

Data and Evaluation “Contractor shall modify its database, templates, policies and procedures, and documents as needed to comply with this Contract.” Personnel, Data Entry, Computers, Training What are the things you need to do within your agency that can impact your ability to better serve families and improve your complying with the contract? “Contractor shall modify its database, templates, policies and procedures, and documents as needed to comply with this Contract.” What are the things you need to do within your agency that can impact your ability to better serve families and improve your complying with the contract?

Things to remember Expenditures Must Match The Purpose of The Grant You cannot purchase items AFTER the grant period is done One Time Expenditure/one time purchase Check Budget YTD NOW!!!! Just In Case – Plan Now Finance Questions: finance@frcnca.org Expenditures Must Match The Purpose of The Grant You cannot purchase items AFTER the grant period is done. When you run into a challenge with the budget and you have found some funds and it was caused because of a one time thing, it is best to use the funding for a one time expenditure. Do not hire a new position Check your budget and year to date NOW!!!! Are you on target? Even if you are on target to spend it out - you should always have a plan – you never know when someone may win the lotto! So bring program staff together and have fun –at the next staff meeting ask them “if you had some funds what would a one time purchase be?” Again - please get your revisions in soon! For all Finance or finance related Questions: finance@frcnca.org

Thank you!!!!