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ExCEL After School Program Lead Agency/Site Coordinator Meeting April 16, 2013

Asthma presentation Deadline reminders – no more District purchases May 31 st – to furlough or not to furlough? Instructional Aide EMS update = Query & Dates UESF side agreement for summer– classified only Summer meals SNS Summer sites – CDE approval for off site programs

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ExCEL After School Program Lead Agency/Site Coordinator Meeting April 16, 2013

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  1. Asthma presentation • Deadline reminders – no more District purchases • May 31st – to furlough or not to furlough? • Instructional Aide EMS update = Query & Dates • UESF side agreement for summer– classified only • Summer meals SNS • Summer sites – CDE approval for off site programs • Summer & School Year Facility Use Permits • SFUSD snacks for next year • August Institute – Aug 6-8th – 2 days for program leaders • Last meeting of year May 19th • Kinder to College video • Breakouts: • Equitable Access brainstorm • Elementary sites – Kinder to College • All other by DC: What types of sessions do you want at the Aug Institute? ExCEL After School ProgramLead Agency/Site Coordinator MeetingApril 16, 2013

  2. Deadlines Reminders!!! 13 • Please, please submit invoices on a monthly basis. Payments are delayed for all invoices when we receive months worth of invoices at one time. • February 15, 2013 is the FINAL day to submit ANY requests to purchase supplies over $1,500. • March 15, 2013 is the FINAL day to submit any changes to ECR for the school year. • March 28, 2013 is the FINAL day to submit any requests to purchase supplies less than $1,500. • July 17, 2013 is the FINAL day for FY 12-13 invoices. Please do not submit multiple months of invoices in July.

  3. May 31st - NO Half Day Furlough • The District will restore the half-day furlough that is currently scheduled for all teachers and paraprofessionals on May 31st • As previously agreed, June 3rd will remain a furlough day for UESF represented certificated staff.

  4. Instructional Aide Exam Calendar 2013-2014

  5. UESF Side Agreement • Classified only • As of June 1, 2013 • Do not anticipate side agreement for certificated staff • Certificated staff Summer rate: $39.57 per UESF contract

  6. Summer Meals • Sites must qualify at risk (50% F/R or higher) to be approved for the Seamless Summer Feeding Option. • Required to offer breakfast and lunch. • Minimum daily requirements SERVED: Breakfast = 60, Lunch = 100. • Sites serving less than the minimum requirement will be tracked by SNS and billed monthly. Breakfast $ 1.50 and Lunch $ 3.00 •  For sites serving more than the required minimum but serving less than ordered will be tracked by SNS and billed monthly (just as is done now with the After School Snack Program). Breakfast $ 1.50 and Lunch $ 3.00 https://www.surveymonkey.com/s/Q8C5Z3B

  7. Summer & School Year Facility Use Permits(FUPs) • Summer FUP please submit by April 24th or no later than May 3rd if waiting for DCYF funding notification. • ExCEL must sign off on FUP prior to submitting to Real Estate • School year permits will not be processed until summer permits are completed.

  8. Top 10 reason for delays in FUP processing • Missing pages – there are 5 total pages for the permit (not including addendums) • Missing ExCEL signature • Missing principal signature • Missing # of students served • Missing initials on page 5 of the permit • Program hours do not match the hours in the rate sheet • Program dates do not match the hours in the rate sheet • No application for use of cafeteria/kitchen if you check “Kitchen” – there is a cost associated • Missing designation of bathrooms per Section 8 • Insurance not being up to date

  9. SFUSD Snack • To date ExCEL has paid over $28,000 for unclaimed snack • Next year, CBOs will be billed for any unclaimed snacks (.78cents/snack) • Common reasons for differences between snacks ordered and snacks claimed: • Amount ordered is more than amount claimed on tally sheet. • Snacks adjustments made past the deadline • Clerical errors on ExCEL’s part • Next year what you input into EMS will be directly submitted to SNS to avoid ExCEL clerical errors • 2 week deadline will not change

  10. August Institute • Dates: August 6-8 – 10am-4pm • Location: St Mary’s Church – Gough/Geary Blvd

  11. May 19th is LAST meeting of school year. • No monthly meetings during the summer

  12. Breakouts • Equitable Access brainstorm for sites with funding next year: • Elementary sites – Kinder to College • All other by DC: What types of sessions do you want at the Aug Institute?

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