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HomeMy WebLinkAboutReso 166-2020 (20-894)City of South San Francisco P.O. Box 711 (City Hall, • 400 Grand Avenue) South San Francisco, CA City Council Resolution: RES 166-2020 File Number: 20-894 Enactment Number: RES 166-2020 RESOLUTION AUTHORIZING THE ACCEPTANCE OF $220,000 IN GRANT FUNDING FOR FISCAL YEAR 2020-21 FROM THE SILICON VALLEY COMMUNITY FOUNDATION FOR THE BIG LIFT LITTLE STEPS PRESCHOOL AT THE COMMUNITY LEARNING CENTER. 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; $220,000 for Fiscal Year 2019-20; and $220,000 for Fiscal Year 2020-21 for a total of $1,368,675 in grant funds to open and operate the Little Steps Preschool at the Community Learning Center; and WHEREAS, these grant funds will be utilized 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 2020-21 from Silicon Valley Community Foundation to support preschool and reading readiness activities. 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. City of South San Francisco Page 1 Printed on 11125120 File Number. 20-894 Enactment Number. RES 166-2020 At a meeting of the City Council on 11/24/2020, a motion was made by Councilmember Nagales, seconded by Councilmember Nicolas, that this Resolution be approved. The motion passed. Yes: 5 Mayor Garbarino, Vice Mayor Addiego, Councilmember Nagales, Councilmember Nicolas, and Councilmember Matsumoto Attest by 4-,40 U- 40sa Govea Acosta, City Clerk City of South San Francisco Page 2 October 23, 2020 Ms. Sharon Ranals Director of Parks and Recreation City of South San Francisco Parks & Recreation Department 33 Arroyo Drive South San Francisco, CA 94080 Dear Ms. Ranals: On behalf of Silicon Valley Community Foundation, we are pleased to award City of South San Francisco a grant not to exceed $220,000.00 from the Big Lift collaborative to support high quality preschool that includes embedded family engagement practices that support learning at home and reducing chronic absenteeism. We are delighted to support City of South San Francisco with this award to improve outcomes for children in San Mateo, made possible through San Mateo County Measure K tax dollars. Please sign, date, and return the attached grant agreement to Kaitlin Donovan at [email protected] as soon as possible. This grant agreement and attachments represent City of South San Francisco’s contract with SVCF detailing how the funds will be spent. You may not use the funds in any way other than as described in the grant agreement, approved budget, and scope of work unless you receive written permission from SVCF. The foundation will require detailed reports including the project’s impact on the participants and the community and expenditure report of spending. A report form is enclosed. On behalf of The Big Lift and Silicon Valley Community Foundation, we are pleased to help support City of South San Francisco and we look forward to hearing about the impact our funds have on the community. Sincerely, Gina Dalma Executive Vice President Community Action, Policy and Strategy Silicon Valley Community Foundation Grant #: 2020-224142 (5258) Exhibit A - Page 1 2 Silicon Valley Community Foundation Grant Agreement Grant Number: 2020-224142 Amount: $220,000.00 Date: October 23, 2020 2020-224143 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 33 Arroyo Drive South San Francisco, CA 94080 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: to support high quality preschool that includes embedded family engagement practices that support learning at home and reducing chronic absenteeism Grant Period: July 1, 2020 to June 30, 2021 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. (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 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 Exhibit A - Page 2 3 regulation applicable to this grant. Funding that is not spent during the grant period must be returned to SVCF 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, 2021 Final Report Due: July 31, 2021 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: $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 organizational 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. 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 Exhibit A - Page 3 4 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 Labor.’’ 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 wording: “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. 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 Grant Number: 2020-224142 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 necessary signature. Return this page along with the final completed report to the community foundation. Grantee Name: City of South San Francisco Grant Amount: $220,000.00 Grant Number: 2020-224142, 2020-224143 Grant Period: July 1, 2020 to June 30, 2021 Purpose of the grant: to support high quality preschool 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, 2021  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, 2021  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 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. Narrative questions: 1) Describe any significant successes and highlights during this reporting period in meeting your defined Scope of Work (please refer and list out specific items in the FY 2020-21 SOW). 2) Describe any challenges you had meeting areas in your Scope of Work during the reporting period (please refer and list out specific items in the FY 2020-21 SOW). 3) Considering the current health crisis, what are the ongoing needs of your program and in what areas can the Big Lift provide additional support? Exhibit A - Page 6 4) Submit at least one story 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 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 face? 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 and 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 - Page 8 Exhibit A: The Big Lift Terms and Conditions 2019 Exhibit A Terms and Conditions 2020-21 Exhibit A - Page 9 Exhibit A: The Big Lift Terms and Conditions 2020-21 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 - Page 10 Exhibit A: The Big Lift Terms and Conditions 2020-21 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 in 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 collaboratively 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 - Page 11 Exhibit A: The Big Lift Terms and Conditions 2020-21 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 pillars 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 review 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 California 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 reports 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 - Page 12 Exhibit A: The Big Lift Terms and Conditions 2020-21 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 for 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 2020 are as follows: Family size of 2: $111,5500 annually or $9,296 monthly Exhibit A - Page 13 Exhibit A: The Big Lift Terms and Conditions 2020-21 Family size of 3: $125,500 annually or $9,296 monthly Family size of 4: $139,400 annually or $11,616 monthly Family size of 5: $150,600 annually or $12,550 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, whether 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 $5,000). c. Direct Costs Priority Grantees must allocate at least 90% of their total Big Lift budget to providing direct services to children, parents and/or providers. The Big Lift award is not intended to defray administrative costs1 within an organization, and funding requests to pay for direct service activities will be given priority over requests for 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 - Page 14 Exhibit A: The Big Lift Terms and Conditions 2020-21 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. Program Income Grantees that choose to charge fees must use The Big Lift Family Fee Scale. i. 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. Exhibit A - Page 15 Exhibit A: The Big Lift Terms and Conditions 2020-21 Twice Per Year January 31, 2021 July 31, 2021 Period: July 1 – December 31, 2020 Due: January 31, 2021 Period: January 1 – June 30, 2021 Due: July 31, 2021 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 change (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. b. Fiscal Reporting Grant Period: 7/1/2020 - 6/30/2021 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 - Page 16