SRTS Award Recipient Training Linda Patrick, M.S., SRTS Program Coordinator

1. SRTS Award Recipient Training Linda Patrick, M.S., SRTS Program Coordinator April Morrison-Harke, SRTS Contracts Coordinator June 7, 2012

2. 2012 Non-Infrastructure Awards

3. Today’s two-part training will: • Help your SRTS team successfully implement your awarded SRTS non-infrastructure programs in a timely fashion. • Help your SRTS fiduciary, principal and program coordinator understand the contracting/ reimbursement process.

4. Part 1 Getting your Program Started

5. ‘SMART’ Planning & Program Development • SPECIFIC, MEASUREABLE, AGREED, REALISTIC,TIME SCHEDULE • Specific activities are funded by SRTS. • Measurable results are expected and reported during implementation. • Agreed activities are planned and implemented in addition to completing post surveys. • Remember to request line item changes if they are needed to achieve realistic results. • Time your activities to achieve planned results.

6. Roles and Responsibilities

7. Program Coordinator Responsibilities Champion and facilitate all SRTS involvement Implement awarded SRTS activities Formalize and promote routes Complete progress reports Conduct ongoing parent/guardian outreach Complete end-of-year MSU evaluation assessments Follow fiduciary’s rules for the purchase of approved items and payment of the program coordinator hours

8. Principal Responsibilities Support the distribution of SRTS information and materials, including end-of-grant parent and student surveys. Provide permission to engage students and staff in SRTS activities. Help delegate leadership roles and assist with parent involvement when opportunities arise. Continue participating as a SRTS team member.

9. Three Frequent Program Coordination Challenges: Participation levels are lower than projected goals. Difficulty maintaining a consistent core group of volunteers. Working toward long-term program sustainability.

10. Frequent Prog. Coord. Errors • Late programming • Weak programming • Activities do not focus 100% on non-motorized travel to and from school • Late and/or incomplete progress report submission • Losing contact with the fiduciary • Not requesting line item changes • Inaccurate numbers

11. SRTS Website Resources http://www.saferoutesmichigan.org/resources

12. Pedestrian Education Programs Knowledge + Skill-Based = Safer Pedestrians

13. Knowledge-Based Ped. Ed. • Reinforces facts, concepts and principals before introducing skill-based programs. • Are useful during indoor months. • Create a forum for discussion. • Share information that can not be safely shared using a skill-based approach. • Means preferably no school-wide assemblies.

14. Skill-Based Ped. Ed. • Creates teachable, real-world moments using the sidewalk and built environment as the classroom. • Students to discover the right, and safe answers themselves. • Often integrates parent and student safety education. • Volunteer-based ped. ed. activities encourage local Safe Routes to School ownership.

15. Elem. Ped. Ed. Recommendations • NHTSA Child Pedestrian Safety Curriculum • Knowledge and skill-based pedestrian for students in kindergarten through fifth grade. • Incorporates National Physical Education and Health Standards of Learning, and offers cross-curricular connections to reinforce the pedestrian safety concepts across various educational contexts. • Includes student curriculum, tests and teacher guide

16. M.S. Ped. Ed. Recommendations

17. Bilingual Ped. Ed. Recommendations

18. Bike Safety Education

19. Encouragement Programs • Should motivate and reward students for participation, while promoting safety. • Mileage clubs • Walking Wednesdays • Walking school busses • Route map development

20. Encouragement Items • Invite ongoing participation • Include effective ‘freebies,’ such as: • Extra credit • “Line leader” privileges • Free time in the gym, art class or lab • Early lunch • Lunch with a guest • Exposure in the local paper • Use the Michigan SRTS logo, available at: http://saferoutesmichigan.org/resources

21. Encouragement Items • •

22. Ineligible Encouragement Items • T-shirts • Gift cards • Adult or student raffle items • Items to reward meeting attendance • Full meals • Crossing guard salaries • Candy, soda, junk food, or unhealthy fast foods

23. Personal Safety Resources

24. Personal Safety Resources • Stray animal removal and vaccination programs • Gang violence prevention programs • Safe House Programs • Anti-bullying activities • Graffiti removal or general neighborhood clean-up or beautification programs • Abandoned building demolition • Security cameras • Community safety patrols • Neighborhood revitalization programs

25. Walking School Bus Resources • saferoutesmichigan.org/wsb • Five-minute video: Confessions of a Walking School Bus Mom: http://video.google.com/videoplay?docid=-2310536266249138899

26. The Final Step: Submitting a Progress Report

27. Part 2 Fiduciary Contract, Reporting Reimbursement and Invoicing Guidelines

28. Fiduciary Responsibilities Pays for staff and program expenses Works with program coordinator to discuss spending procedures and payment schedules Ensures award money is spent in accordance with the contract Submits reports, invoices, and receipts to MFF for reimbursement in a timely manner

29. “Sub-recipient A-133 Audit Certification Request” Form • Sub-recipients of $500,000 or more comply with audit requirements • Need possible updated during contract period • Must be submitted before contract can be executed

30. Request to Add or Update Vendor in CTRAK Form • Need all pages completed before contract can be executed • Vendor is the fiduciary. The name that appears on the subcontract agreement • Vendor Type: Schools are a non-profit vendor (NPRF) • Federal ID # is required • All contact information is required

31. Request to Add or Update Vendor in CTRAK Form • “Consultant Data and Signature Sheet” • Individual/Firm: Name of fiduciary on subcontract • Certification affidavit: Enter the fiduciary name • Print or type name, same as signature below: Name authorized person to sign contracts • Notary seal is required • Name of Corporation: Fiduciary name and address

32. Request to Add or Update Vendor in CTRAK Form • ““Persons Authorized to Execute Contracts” • This page required of school districts, and non-profits • Authorized to sign on behalf of the (enter the fiduciary) • Print name of authorized person to sign contracts • Authorized signature and date

33. Request to Add or Update Vendor in CTRAK Form • “Certificate of Secretary” • Enter the name of the fiduciary and who is a non-profit organization • Resolve that the following individuals are authorized to sign (list individuals) • A resolution is not necessary if the board policy pertaining to who is authorized to sign contracts for the school district is attached • 4. Signature of secretary and date

34. Fiduciary Step 1: Review Invoice Document

35. Fiduciary Step 2: Complete Personnel Expense Detail

36. Fiduciary Step 3: Complete Non-Personnel Expense Detail

37. Fiduciary Step 4: Attach Receipts Receipt if other items are purchased Invoice Receipt if items are not specified

38. Fiduciary Step 5: Complete Meeting Summary Form

39. Fiduciary Step 6: Complete Invoice Document

40. Fiduciary Do’s • Do expedite your contract. • Do reimburse staff and submit invoices in a timely manner (quarterly at a minimum). • Do ask MFF for changes between budget line items. • Do access saferoutesmichigan.org, resources, award recipient materials, for reporting documents. • Do save original receipts and documentation. • Do expect reimbursement to take 90 days from MFF’s receipt of a complete Reporting/Invoicing Packet. • Do ensure MSU surveys are submitted for final reimbursement (surveys are needed for final payout).

41. Fiduciary Don’ts • Don’t spend award money until a signed contract is in place. • Don’t wait until the end of the year to spend or request reimbursements from MFF. • Don’t request changes to the budget for items not included in the award summary. • Don’t have the principal or program coordinator sign your contract or request line item changes. • Don’t hold off on contacting MFF. • Don’t submit incomplete or incorrect documentation. Payments will not be until complete documentation is submitted.

42. SRTS Contacts Fiduciary and Contract Coordinator April Morrison-Harke amorrison-harke@michiganfitness.org 517.908.3832 Progress Report and Program Coordinator Linda Patrick lpatrick@michiganfitness.org 517.908.3830

43. Michigan technical assistance

44. Questions? Thank you - we look forward to working with you!