HomeMy WebLinkAboutReso 158-2019 (19-703)City of South San Francisco P.O. Box 711 (City Hall,
• 400 Grand Avenue)
South San Francisco, CA
• City Council
Resolution: RES 158-2019
File Number: 19-703
Enactment Number: RES 158-2019
RESOLUTION AUTHORIZING THE ACCEPTANCE OF $220,000
IN GRANT FUNDING FOR FISCAL YEAR 2019-20 FROM THE
SILICON VALLEY COMMUNITY FOUNDATION FOR THE BIG
LIFT LITTLE STEPS PRESCHOOL AT THE COMMUNITY
LEARNING CENTER, AND AMENDING THE PARKS AND
RECREATION DEPARTMENT'S FISCAL YEAR 2019-20
OPERATING BUDGET PURSUANT TO BUDGET AMENDMENT
#20.014.
WHEREAS, the Big Lift initiative, a collaborative led by the Silicon Valley Community Foundation, the
San Mateo County Office of Education and the County of San Mateo, aims to close the achievement gap
and improve third-grade reading proficiency in San Mateo County by supporting preschools and reading
readiness activities; and
WHEREAS, the Department of Parks and Recreation was awarded $20,500 for Fiscal Year 2014-15;
$252,175 for Fiscal Year 2015-16; $286,000 for Fiscal Year 2016-17; $200,000 for Fiscal Year 2017-18;
$170,000 for Fiscal Year 2018-19; and $220,000 for Fiscal Year 2019-20 for a total of $1,148,675 in
grant funds to open and operate the Little Steps Preschool at the Community Learning Center; and
WHEREAS, the Fiscal Year 2019-20 award represents 10 months of funding, from September 1, 2019
through June 30, 2020; and
WHEREAS, these grant funds will be utilized to amend the Department's 2019-20 operating budget to
fund the Little Steps Preschool and support reading readiness, parent engagement, improved attendance,
and enhanced preschool teacher trainings, as allowed by the terms of the grant agreement, a draft
attached herewith as Exhibit A; and
WHEREAS, acceptance of these funds does not commit the City to ongoing funding after the close of
the grant cycle; and
WHEREAS, receipt of these grant funds will enable the Parks and Recreation Department to implement
preschool programs that would not otherwise be funded, and to work collaboratively with the City's Big
Lift partners to increase outreach and enhance the quality of City and community preschools.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that
the City Council hereby authorizes the acceptance of $220,000 in grant funding for Fiscal Year 2019-20
from Silicon Valley Community Foundation to support preschool and reading readiness activities.
City of South San Francisco Page 1
File Number. 19-703
Enactment Number. RES 158-2019
BE IT FURTHER RESOLVED, that the City Council amends the Parks and Recreation Department's
Fiscal Year 2019-20 Operating Budget pursuant to budget amendment #20.014.
BE IT FURTHER RESOLVED, that the City Council hereby authorizes the City to execute the
documents necessary to accept the grant funding and take any other actions necessary to carry out the
intent of this resolution on behalf of the City Council, subject to approval as to form by the City
Attorney.
At a meeting of the Special City Council on 11/25/2019, a motion was made by Councilmember Addiego,
seconded by Vice Mayor Garbarino, that this Resolution be approved. The motion passed.
Yes: 5 Councilmember Nagales, Mayor Matsumoto, Councilmember Addiego,
Councilmember Nicolas, and Vice Mayor Garbarino
Attest by
AP—/
Rosa Govea Acosta
City of South San Francisco Page 2
2
Silicon Valley Community Foundation
Grant Agreement
Grant Number: 2019-207867 Amount: Up to $220,000.00 Date: November 18, 2019
2019-207869
Grantee Name: City of South San Francisco
Grantee Contact: Ms. Sharon Ranals
Director of Parks and Recreation
City of South San Francisco
Parks & Recreation Department
P.O. Box 711
South San Francisco, CA 94083
Phone: 650.829.3807
Email: [email protected]
Foundation Staff: Elisa Espinoza
Communications and Business Development Manager
Silicon Valley Community Foundation
2440 West El Camino Real, Suite 300
Mountain View, CA 94040
Phone: 650.450.5506 Fax: 650.450.5545
Email: [email protected]
Grant Purpose:
for the Parks and Recreation Department to support high quality preschool and inspiring summer
programming that includes embedded family engagement practices that support learning at home and
reducing chronic absenteeism
Grant Period: July 1, 2019 to June 30, 2020
Projected Grant Outcomes: Please reference the Scope of Work (SOW)
Special Conditions:
(1)This is a 12-month grant period. Payments will be paid in two installments. The first installment will be
paid on receipt of the signed grant agreement. The second installment will be paid upon receipt and
approval of the mid-year progress report. The second payment is contingent on the report including a
financial report detailing grant expenditures that match the approved budget and providing a general
ledger report documenting City of South San Francisco is meeting the 10% cash match requirement.
(2)Renewed funding for each additional year is dependent upon the grantees compliance with all
provisions in the attached The Big Lift Grantee Terms and Conditions and the continued availability of
EXHIBIT A
Page 1 of 18
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funding (Exhibit A). SVCF reserves the right to discontinue, modify, or withhold any payments due under
this grant, or to require repayment of any unexpended grant funds if necessary to comply with any law or
regulation applicable to this grant. Funding that is not spent during the grant period must be returned to
SVCF
(3) Grantees commit to providing cash and in-kind match that total 20% of Big Lift grant expenditures, of
which a minimum must be a 10% cash contribution.
Reporting Requirements
Silicon Valley Community Foundation requires progress reports at specified dates. Please note that
future grant requests will not be considered if a grantee has failed to submit a required report. Please
submit the following report(s):
Mid-Year Progress Report Due: January 31, 2020
Final Report Due: July 31, 2020
Payment Schedule:
This grant will be paid in two installments up to the amount specified, at the end of the grant period
upon verification of the special conditions. Please note that payments are contingent upon the
continuing availability of outside grant funds.
First payment: $110,000.00 upon receipt of signed grant agreement
Second payment: Up to $110,000.00 upon receipt and approval of mid-year progress report and
financial report
Hold Harmless
Grantee hereby irrevocably and unconditionally agrees, to the fullest extent permitted by law, to
defend, indemnify and hold harmless the community foundation, its officers, directors, trustees,
employees, and agents from and against any and all claims, liabilities, losses and expenses (including
reasonable attorney’s fees) directly, indirectly, wholly or partially arising from or in connection with the
grant, the application of funds furnished pursuant to the grant, the program or project funded or
financed by the grant or in any way relating to the subject of this Agreement. This paragraph shall
survive the termination of this Agreement.
Inspection, Audit and Retention of Records:
Grantee agrees to provide for an audit of its activities. The grantee agrees to conduct these audits
annually. Accounts and records of all grantees that disburse or utilize grant funds must be accessible to
authorized officials for the purpose of audit of the grantees records pertaining to the use of grant
funds.
Financial records, supporting documents, statistical records, and all other organizati onal records
pertinent to this award must be retained for a period of three (3) years from the date of submission of
the final expenditure report, and made available to SVCF and/or the County of San Mateo upon
request.
EXHIBIT A
Page 2 of 18
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Nondiscrimination:
The grantee agrees to certify that no person shall be excluded from participation in, denied the benefits
of, subjected to discrimination under, or denied employment in connection with any activity receiving
funds from SVCF on the basis of race, color, religion, national origin, sex, handicap, veteran status,
sexual orientation or age. The grantee agrees to comply with all federal statutes relating to
nondiscrimination, including E.O. 11246, ‘‘Equal Employment Opportunity’’ (30 FR 12319, 12935, 3 CFR,
1964–1965 Comp., p. 339), as amended by E.O. 11375, ‘‘Amending Executive Order 11246 Relating to
Equal Employment Opportunity,’’ and as supplemented by regulations at 41 CFR part 60, ‘‘Office of
Federal Contract Compliance Programs, Equal Employment Opportunity, Department of L abor.’’
Intellectual Property:
By signing below, City of South San Francisco and Silicon Valley Community Foundation agree that all
copyright and other interests in materials produced as a result of this grant shall be owned by the
grantee organization. To ensure the widest possible distribution of such materials and ensure that they
enter and remain in the public domain, the grantee organization and any individuals who may have
some interest hereby grant to the Foundation a non-exclusive, transferable, perpetual, irrevocable,
royalty-free, paid-up worldwide license to use or publish the materials or other work products arising
out of or resulting from the grantees use of the grant funds and any earnings thereon, including all
intellectual property rights, and to sublicense to third parties the rights described herein. The grantee,
at Foundation’s request, agrees to execute any additional documents required to affect such license.
Acknowledgement of Grant Support:
Please acknowledge San Mateo County, San Mateo County Office of Education and Silicon Valley
Community Foundation’s support of your program in publications such as newsletters, program activity
announcements and in all media coverage. We suggest you use the following wordin g: “This project
has been made possible in part by a grant from The Big Lift initiative with funding from San Mateo
County Measure K tax dollars and supported by Silicon Valley Community Foundation and San Mateo
County Office of Education.”
By signing below, City of South San Francisco acknowledges the approved budget and Scope of Work
(SOW) submitted to the community foundation and this grant agreement are now the contract with
Silicon Valley Community Foundation detailing the purpose(s) of the grant, including what activities are
supported by this grant. Please inform the community foundation if there are changes in agency
personnel who are important to the administration of the grant, or if the grant funds cannot be
expended for the purpose or in the time period described in the grant agreement. Grantee may not use
the funds in any way other than as described in the grant agreement and approved budget unless the
grantee receives written permission from the community foundation.
EXHIBIT A
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Accepted on behalf of City of South San Francisco by:
______________________________ ______________________________
Signature Printed or Typed Name
(Must be signed by Executive Director,
President or Board President)
______________________________ ______________________________
Title Date
EXHIBIT A
Page 4 of 18
Grant Number: 2019-207867
1
Silicon Valley Community Foundation
Report Guidelines
Reports are due to the community foundation according to the report schedule set forth in your Grant
Agreement. Please note that your grant agreement advises you that reports are required by Silicon
Valley Community Foundation, and that future grant requests will not be considered if a grantee has
failed to submit a required report. Please complete the section below, and acquire the nece ssary
signature. Return this page along with the final completed report to the community foundation.
Grantee Name: City of South San Francisco
Grant Amount: Up to $220,000.00
Grant Numbers: 2019-207867 & 2019-207869
Grant Period: July 1, 2019 to June 30, 2020
Purpose of the grant: for the Parks and Recreation Department to support high quality preschool and
inspiring summer programming that includes embedded family engagement practices that
support learning at home and reducing chronic absenteeism
Person completing this report: __________________________________________________________________
(Name, Title, Phone)
Mid-Year Progress Report Due: January 31, 2020
❑ Mid-Year Progress Report
❑ Success Story (Use attached Guidelines)
❑ Expenditure Report: Please provide a general ledger report of grant expenditures and how it
aligns with your approved budget. If your actual expenses were different than those anticipated,
please explain in the narrative column of the form and submit a budget revision request form.
Spending that does not align with your approved budget could make you ineligible for
future Big Lift grant awards.
❑ Cash Match Documentation (Must equal 10% of program costs)
Final Report Due: July 31, 2020
❑ Final Narrative Report
❑ Expenditure Report: Please provide a general ledger report of grant expenditures and how
expenditures align with your approved budget. If your actual expenses were different than those
anticipated, please explain in the narrative column of the form. Spending that does not align
with your approved budget could make you ineligible for future Big Lift grant awards.
❑ Success Story (Use attached guidelines)
__________________________________________ _____________________
Signature of Executive Director or President Date
Please return report to: [email protected]
If you have any questions about completing this report, please do not hesitate to contact community
foundation staff at 650.450.5506.
EXHIBIT A
Page 5 of 18
Exhibit A: The Big Lift Terms and Conditions 2019
Subgrantee Progress Report
Subgrantee Organization: _________________________________________________
Reporting Period: __________________________________________________________
Contact Name: _____________________________________________________________
Email Address: ______________________________________________________________
Please provide a narrative for each of the questions below, referring to activities that have
occurred within this six month reporting period.
Please also attach your Scope of Work and describe progress to date in each program activity
(Including appropriate dates, numbers, and a description of your deliverables – bullet points
are fine)
Narrative questions:
1) Describe any significant successes and highlights during this reporting period
2) Describe any significant challenges
3) Describe partnership and collaboration activities of The Big Lift in your community
EXHIBIT A
Page 6 of 18
4) Describe how participating in The Big Lift has contributed to building capacity at your
organization
5) Submit at least two stories of a child and/or family who has benefited from The Big
Lift, and a digital photo for each if possible. Please adhere to the guidelines on the
following page.
Story 1:
EXHIBIT A
Page 7 of 18
Story 2:
EXHIBIT A
Page 8 of 18
Success Story Guidelines
The purpose of obtaining Success Stories is to communicate the impact of your work advanced by
Big Lift funding.
Please provide, in total, two of the following (can be one of each type or two of the same):
Family/Child Success Stories:
These are stories about positive outcomes told from the parent’s perspective. Whenever possible,
these should be crafted by the parents themselves. If any of your parents are willing to use their real
names, please ask them to complete the Parents as Story Tellers Form (can be made available to you
as needed). Otherwise, you may tell the story from your perspective, utilizing the questions provided
below.
Grantee/Provider Success Story:
These are stories told from the Grantee’s or Service Provider’s perspective and focus on the staff
efforts that supported the client’s success. We are interested in hearing the untold stories of how
your staff went above and beyond to give your clients the best services possible.
REQUIRED SUCCESS STORY ELEMENTS
• For Family/Child Stories focus on clients whose situations were significantly, positively impacted by
the funded service/program.
• For Grantee/Provider Stores, focus on staff efforts that enabled the client to succeed, such as how
staff work improved the service delivery, better coordinated care, or overcame barriers, etc.
• Whenever possible have the family tell their own story
• Include a quote whenever possible to strengthen the story
• Change the name/s of the clients in your story if confidentiality is of concern
SUCCESS STORY QUESTIONS
The following questions are designed to help you tell your Success Story. You do not have to answer
all the questions; they are meant to be thought provoking and help frame your story.
1. What was the family/client’s crisis or problem?
2. What challenges were present that exacerbated the situation/what barriers did your client fa ce?
3. What actions did your client take prior to contacting you that still didn’t yield results?
4. What services did you provide to your client and how did they make a difference?
5. How did your program respect the client’s culture, customs, language an d strengths?
6. What agencies did you collaborate with in order to provide the best services possible?
7. As a service provider, how do you feel when your services have a positive effect?
8. What systemic issues did you face and how did you overcome them?
9. What was the final outcome for your client/what ended up happening
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019
Exhibit A
Terms and Conditions 201 9-20
EXHIBIT A
Page 10 of 18
Exhibit A: The Big Lift Terms and Conditions 2019-20
Table of Contents
I. Introduction ............................................................................................... Error! Bookmark not defined.
III. Programmatic Terms and Conditions ................................................... Error! Bookmark not defined.
a. Definitions and Roles ............................................................................ Error! Bookmark not defined.
c. Programmatic Compliance .................................................................. Error! Bookmark not defined.
d. Family Eligibility ..................................................................................... Error! Bookmark not defined.
e. Programmatic Amendments ............................................................... Error! Bookmark not defined.
f. Progress Reports .................................................................................... Error! Bookmark not defined.
IV. Fiscal Terms and Conditions ................................................................... Error! Bookmark not defined.
a. Fiscal Compliance .................................................................................. Error! Bookmark not defined.
c. Direct Costs Priority .............................................................................. Error! Bookmark not defined.
g. Supplantation ........................................................................................ Error! Bookmark not defined.
h. Matching Requirements ....................................................................... Error! Bookmark not defined.
i. Program Income ..................................................................................... Error! Bookmark not defined.
j. Budgets and Budget Amendments ..................................................... Error! Bookmark not defined.
V. Reporting Requirements .......................................................................... Error! Bookmark not defined.
a. Programmatic Reporting ...................................................................... Error! Bookmark not defined.
b. Fiscal Reporting ..................................................................................... Error! Bookmark not defined.
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
I. Introduction
The Big Lift is a collective impact approach where school districts partner with nonprofit preschool programs
and community-based agencies to work toward the long-term goal of third grade reading success. This
collaborative is led by three agencies – Silicon Valley Community Foundation (SVCF), the San Mateo County
Office of Education (SMCOE) and the County of San Mateo, and funding for this grant is made available
through San Mateo County Measure K tax dollars..
There are five conditions that, together, lead to meaningful results from collective impact and that are
integral to The Big Lift’s approach: a shared vision for change or common agenda, shared measurement,
mutually reinforcing activities, continuous communication and backbone support. To achieve this ambitious
goal, The Big Lift has committed to advancing the national Campaign for Grade-Level Reading framework,
which specifies the following evidence-based interventions, or “four pillars”:
1) A comprehensive school readiness strategy focused on high-quality preschool for 3- and 4-year-olds,
leading to an aligned and sequenced set of high-quality learning experiences in kindergarten through
third grade;
2) A focus on reducing chronic absence in the early grades, based on research about the importance of
attendance in the early years to improving academic outcomes;
3) Development of inspiring summer learning opportunities that enable children to maintain their
academic and developmental gains from high-quality preschool throughout the early grades; and
4) Strengthening family and community engagement through investments i n strategies that support
meaningful partnerships between families and schools.
Grantees of these funds will be expected to participate in all aspects of The Big Lift, to support the
implementation of all four of the above pillars, to work collaborativel y with SVCF, SMCOE and the County of
San Mateo and to be active partners in leading this change effort.
More information about The Big Lift can be found at www.thebiglift.org.
SVCF reserves the right, at any time, to terminate grants with grantees that are not in compliance
with the requirements set forth in The Big Lift Terms and Conditions.
III. Programmatic Terms and Conditions
a. Definitions and Roles
Intermediary: The Silicon Valley Community Foundation (SVCF) is the intermediary entity for the for the Big
Lift award. SVCF is responsible for ensuring that the award meets all applicable regulations, statutes and
administrative authorities, in conformance with the approved application. Co-Lead: The entities that are
responsible for coordinating and collaborating with organizations in their communities to perform the
activities of the Big Lift award are “co-lead” entities. The co-lead is expected to provide leadership to The Big
Lift collaborative and ensure that activities are aligned and that the community is making steady progress
towards third grade reading proficiency. The Co-Lead agency may also be a grantee providing direct service
(see definition below).
Grantee: Any entity that receives a Big Lift grant award to provide a direct service is a “grantee” and is
accountable to SVCF for the use of funds provided. Each grantee is expected to work collaboratively with its
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
co-lead agency(ies) to carry out the work outlined in its grant agreement, scope of work and budget.
c. Programmatic Compliance
By entering into a grant agreement, the grantee has agreed to participate and contribute to the larger Big Lift
community collaborative, to support progress on all four pill ars of The Big Lift and to comply with the
following:
Eligibility. Big Lift eligible communities are defined by school district boundaries and include: Bayshore,
Brisbane, Cabrillo, Jefferson Elementary, La Honda-Pescadero, Pacifica, Ravenswood, Redwood City, San
Bruno Park, San Mateo-Foster City and South San Francisco. Big Lift preschool classrooms will be required to
meet and maintain a Tier 3 or higher rating on the San Mateo County Quality Rating and Improvement
System (QRIS).
Licensure in good standing. Preschool grantees must have a license to operate preschool facilities and
must ensure that licensed sites are in good standing with Community Care Licensing.
Involvement in evaluation efforts. Grantees must participate in evaluation efforts led by SVCF, SMCOE and
the designated external evaluator, which may include participating in surveys, focus groups, interviews,
assessments and/or classroom observations. Grantees will not be required to conduct their own evaluation
but will be expected to collect and provide access to information as outlined in their scope of work and as
necessary. This will include, but not be limited to: timely reporting of required data in the designated data
system, conducting twice a year observational assessments using a valid and reliable child assessment tool,
and making progress toward conducting a developmental screening on each child in a Big Lift-funded
classroom using an approved tool.
Compliance with grantee monitoring activities. Monitoring activities include, but are not limited to, site
visits by SVCF or San Mateo County staff, progress reports on implementation of goals and objectives, and
submission of financial records, as required by SVCF. SVCF will conduct both in-person site visits and
occasional desk reviews of grantees throughout the course of the grant to ensure compliance with these
Terms and Conditions. Grantees are required to address all site visit or desk revie w report findings by the
deadline as set forth by SVCF.
State and other federal funding compliance. Grantees must maintain compliance with other funding
sources. Grantees receiving Title 5 or Head Start funds must maintain good standing with the Californ ia
Department of Education/Child Development Division and/or the Administration for Children and Families.
Failure to do so may jeopardize Big Lift funding.
Timely reporting. SVCF will track and monitor timely and accurate submissions of data, progress r eports
and requests for reimbursement, and efforts will be made to correct and implement improvements to any
areas of concern identified at a site visit or at any other point during the grant cycle. Patterns of late and/or
inaccurate reporting as well as minimal or no effort to improve compliance with these Terms and Conditions
will be taken into consideration when making future funding recommendations, and in egregious cases may
affect continued funding for the current grant year.
Utilization of The Big Lift name and logo. Grantees must use The Big Lift name and logo on all public
facing materials, signs, banners, press releases, social media, and publications related to their Big Lift
program.
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
The Big Lift logo can be found here.
Communication collaboration. Grantees must participate in The Big Lift’s efforts to disseminate
information about Big Lift program(s) and The Big Lift through social media and other communication
channels. This includes obtaining photo releases to be provided to SVCF for the purposes of communicating
information about The Big Lift, when applicable, through social media, publications, reports, etc.
Prohibited Program Activities. While charging time to this Award, grantees may not engage in the following
activities:
1. Attempting to influence legislation.
2. Organizing or engaging in protests, petitions, boycotts, or strikes.
3. Assisting, promoting or deterring union organizing.
4. Impairing existing contracts for services or collective bargaining agreements.
5. Engaging in partisan political activities or other activities designed to influence the outcome of an
election to any public office.
6. Conducting a voter registration drive or using Big Lift funds to conduct a voter registration drive.
7. Participating in, or endorsing, events or activities that is likely to include advocacy fo r or against
political parties, political platforms, political candidates, proposed legislation, or elected Officers.
8. Engaging in religious instruction; conducting worship services; providing instruction as part of a
program that includes mandatory religious instruction or worship; constructing or operating facilities
devoted to religious instruction or worship; maintaining facilities primarily or inherently devoted to
religious instruction or worship; or engaging in any form of religious proselytization.
9. Providing a direct benefit to:
a. A for-profit entity;
b. A labor union;
c. A partisan political organization;
d. An organization engaged in the religious activities described in the preceding sub clause;
unless funds are not used to support the religious activities; or
e. A nonprofit entity that fails to comply with the restrictions contained in section(c)(3) of U.S.C.
Title 26.
10. Providing abortion services or referrals for receipt of such services.
11. Grant funds may not be used for international travel or projects where the primary beneficiaries of
an activity are outside of the United States
12. Such other activities as the Big Lift may prohibit
Individuals my exercise their rights as private citizens and may participate in the above activities on their own
initiative, on non-Big Lift time, and using non-Big Lift (or matching) funds.
d. Family Eligibility
The Big Lift strives for a diversity of income levels to be represented within classrooms, while giving overall
priority for new spaces to low-income families. The goal is to increase accessibility for low - and middle-
income families. The Big Lift’s definition of low-income households is those earning 80 percent of San Mateo
County’s most current median income. The Big Lift programs are required to enroll only children whose
family income meets this definition.
The Big Lift uses HUD income guidelines to establish eligibility. Income guidelines for 2018 are as follows:
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
Family size of 2: $103,350 annually or $8,612.50 monthly
Family size of 3: $116,250 annually or $9,687.50 monthly
Family size of 4: $129,150 annually or $10,762.50 monthly
Family size of 5: $139,500 annually or $11,625 monthly
e. Programmatic Amendments
The scope of work outlined in the grant award details the activities to be carried out and goals to be
accomplished over the course of the contractual period. Grantees are required to obtain written approval
from SVCF before making any changes to the scope, objectives or goals of their program, wheth er or
not a budgetary change is involved.
SVCF must also be notified if the Executive Director, Program or Fiscal Contact is changed to ensure contact
information is updated, regardless of whether or not the individual(s) are on the approved budget.
See the Budgets and Budget Amendments section for more information on changes that require a formal
budget amendment.
f. Progress Reports
Grantees will be required to submit twice -yearly narrative reports that describe progress toward meeting
identified goals from the approved scope of work and success and challenges in implementing their Big Lift -
funded program. Grantees will also be asked to share interesting or inspiring stories and anecdotes that
reflect the value of their program. These stories will be shared with San Mateo County and other interested
parties, and may be disseminated and/or published via The Big Lift’s social media channels and The Big Lift
reports.
IV. Fiscal Terms and Conditions
a. Fiscal Compliance
The grantee agrees to account for its grant funds, and meet reasonable fiscal and administrative
requirements, as described below. The grantee further agrees to establish fiscal control and fund accounting
procedures which meet minimum requirements of these Terms and Conditions. Accounting procedures
should be established and those procedures must provide for an accurate and timely recording of receipt of
funds by source, of expenditures made from such funds, and of unexpended balances.
Budgets are approved on an annual basis and grantees cannot “rollover” funds between grant periods.
Unexpended balances must either be paid back at the end of the grant period, or will reduce a grantee’s
subsequent annual grant payment by the unexpended balance from the previous grant period (i.e. if there is
unexpended balance of $5,000 from FY 2018-19, the FY 2019-20 award for the grantee will be reduced by
$10,000).
These requirements and all provisions in these Terms and Conditions are also applicable to all matc hing
funds for this federal award, the details for which are outlined below under Matching Requirements.
c. Direct Costs Priority
Grantees must allocate at least 90% of their total Big Lift budget to providi ng direct services to children,
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
parents and/or providers. The Big Lift award is not intended to defray administrative costs 1 within an
organization, and funding requests to pay for direct service activities will be given priority over requests for
related administrative costs. When other sources of support are not available for these costs, no more than
10% of the total Big Lift budget can be allocated toward administrative costs.
g. Supplantation
Funds must be used to supplement and not to supplant funds that have been appropriated for the same
purpose. Therefore, awarded funds cannot be used to supplant - or replace - existing state and local funds
already allocated for the same purpose.
In addition, these grant funds should not be used to purchase items or services that would otherwise be
purchased with the grantees own funds for this project. Expenditure of funds for the acquisition of new
equipment or services, when equipment and/or personnel required for the successful execution of projects
are already available, or budgeted for within the grantee organization, will be considered supplanting and will
be disallowed.
It will be expected of Big Lift grantees, however, to pursue other sources of funding where applicable. For
example, state preschools, when eligible, should apply for additional funding when it comes available for the
expansion of new spaces.
h. Matching Requirements
Grantees agree to provide a 10% cash match and a 10% in-kind match of total Big Lift program expenses.
Cash Match vs. In-kind Match
Cash match includes unrestricted funding or new grant awards spent for program-related costs. They
cannot be previously obligated funding that is redirected for purposes of meetin g this match
requirement. Possible sources of cash match include (but are not limited to): private or philanthropic
grants or contributions, federal, state or local government grants or contracts for supportive services, or
state or local government rent subsidy programs.
In-kind match includes, but is not limited to, the valuation of in-kind real property, equipment, supplies,
services, and other expendable property. “In-kind” is the value of something received or provided that
does not have a cost associated with it. For example, if in-kind match is permitted by law (other than cash
payments), the fair market value of donated services/office space could be used to comply with the in -
kind match requirement. Also, third party in-kind contributions may count toward satisfying match
requirements provided the Grantee receiving the contributions expends them as allowable costs.
All matching funds, provided by the grantee must be tracked accordingly. SVCF and SMCOE will work with
grantees to ensure compliance with this requirement. Grantees must maintain an audit trail for all matching
contributions, whether cash or in-kind, and all supporting documentation must be maintained and made
1 Administrative costs are defined as activities that do not provide a direct benefit to children, parents or providers, and include any
allowance for indirect costs and audits, as well as general administration and expenses.
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
available for review and monitoring by SVCF. The matching requirement amounts will be tracked on an on-
going basis, but must be fully expended within 12 months from the start of the award period.
i. Program Income
Grantees that choose to charge fees must use The Big Lift Family Fee Scale. Income generated from family
fees may not be used as match for The Big Lift.
j. Budgets and Budget Amendments
Grantees may not begin to incur costs for a program until the budget has been approved by SVCF, referred
to as the “original budget” or the “originally approved budget,” and included as part of the grantees contract.
Any deviations from this originally approved budget are required to be reported to SVCF, and, in some cases,
may require prior approval and a formal budget amendment before such changes can be made and costs
incurred.
Budget Revisions will be needed when:
• A new position is added that is not listed in the approved budget (This excludes the addition of substitute
teacher expenses; given the teacher shortage in the region changes between teaching and substitute
teaching expenses will not require a budget revision).
• Personnel and benefit total is 10% over approved budget line-item amount
• Operating expenses: any change that is 10% over a budget line -item or is a new line-item that was not listed
in the approved budget.
All changes must be reported to SVCF within two weeks of the time the grantee/program director is notified
of the change, in writing via e-mail. Any submission beyond two weeks from the change date may impact the
possibility of it being deemed an allowable program expense and will be subject to SVCF approval.
When requesting approval for budget revisions, the grantee must use the SVCF -approved form for budget
requests, to be submitted via e-mail to SVCF along with a written explanation for the requested change(s).
SVCF will review the request and notify the grantee whether or not the budget revisions have been approved.
SVCF will not consider any budget revision requests submitted three months prior to end of the grant period.
The last day to submit a budget revision for the FY 19/20 grant period will be March 31, 2020.
V. Reporting Requirements
a. Programmatic Reporting
Programmatic Changes
As stated above in Programmatic Amendments, any changes to the scope, objectives or goals of the program
must be submitted to SVCF and require prior approval before changes are to be made. Changes to staffing of
the program must be reported to SVCF in writing within two weeks of knowledge of the c hange (in order to
ensure timely payment of affected invoices).
Progress Reports Due Twice Per Year
Twice annually, on January 31 and July 30, Big Lift grantees must submit progress reports:
1. A narrative report using The Big Lift Progress Report Template and an updated scope of work will be
collected.
EXHIBIT A
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Exhibit A: The Big Lift Terms and Conditions 2019-20
Twice Per Year
January 31, 2020 July 31, 2020
Period: July 1 – December 31, 2019 Due: January 31, 2020
Period: January 1 – June 30, 2020 Due: July 31, 2020
b. Fiscal Reporting
Grant Period: 7/1/2019 – 6/30/2020
Financial Reports due Semi-Annually with progress report
Budget Change
As stated above in Budgets and Budget Amendments, any major changes to the originally approved budget
must be submitted to SVCF and require prior approval before changes are to be made. All other changes
must be reported to SVCF in writing as soon as possible (in order to ensure timely payment of affected
invoices).
Record Retention: As a grantee, it is important to maintain financial records, supporting documents, and all
other records pertinent to your award. Grantees must retain all financial books, documents, papers and
records directly related to this Agreement for a period of three (3) years after SVCF makes its final
disbursement.
EXHIBIT A
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