FY 2010 Coordinated Family and Community Engagement Grant Application
Questions and Answers
The purpose of this document is to support grantees in responding to the FY2010 Coordinated Family and Community Engagement RFR.
- Goals, Priorities and Expected Outcomes
A.1. Question: If an applicant had a focus on professional development coordination in the past, can they submit “not sure yet” as responses in some of the sections now that there is only one outcome that speaks to professional development in this new grant application?
ANSWER: No. Please submit a consolidated proposal that works to meet the maximum number of objectives.Take a strengths-based approach and submit what you want to accomplish this year. Include what your council’s collective ideas are in order to reach the goals and priorities of the grant. Please include information regarding the perceived barriers in achieving outcomes that are new to your community. EEC will be working with grantees throughout the year to see how proposed plans have (or have not) changed and will be asking for reports on progress. We will be using this specific information to map services available across the state. Additionally, this year will be used for gathering information regarding barriers, challenges, and successes in an effort to inform our vision for the future.
A.2. Question: Do applicants have to drop the name “family network” or “family center” when consolidating, or can this be part of the local vision; will changing the name change the status of the 501c3?
ANSWER:It is not a requirement of this grant to change the localprogram names. Programs should maintain their local identities as partners in their local vision as appropriate. If a program does decide to change its name, the implication for their 501C3 status should be discussed with the agency and their legal advisor responsible for granting that status.
A.3. Question: If a lead agency has both CPC and MFN programs could families with older preschool children come to the Family Network Centerson a regular basis if we submit a consolidated application?
ANSWER: Yes, through this consolidation the age range will be expanded from prenatal through 5 years. It is intended that there will be continuity of services for children and families while at the same time programs work together to achieve the broader vision. If any services are being discontinued, we expect a clear explanation of that decision in your RFR response. Likewise, if services are expanded, we want to understand how and if there is an impact on other services.
A.4. Question: Are applicants required to provide services from prenatal through school-age?
ANSWER: While the age range has expanded for services from prenatal through kindergarten eligibility, providing services for the school-age population is allowable but not required.Local council/governance bodies are encouraged to explore and plan for services that would be supportive of that population.
A.5. Question: Can applicants submit a consolidated grant this year but use this year for planning how to provide all the outcomes, or do applicants simultaneously need to plan and continue to provide services while plans are figured out?
ANSWER: The purpose of the consolidated grant is to support coordinated planning during FY10. This is not a planning grant. It is expected that you will continue providing services whilefurther refining the plans to meet the objectives and outcomes, consistent with this application.The planning process can identify how you may redeploy funds in FY2010. It is important to focus on how to align services with the current grant objectives demonstrating clear goals and outcome measures.
A.6. Question: Does maintaining the local point of access mean going through school-age?
ANSWER: While this grant does allow you to provide services prenatal through school-age, the provision of those services to the school-age population is not required. It is however, important that at the local level you are linking families and providers to EEC services inclusive of school-age.
- Applicant Eligibility
B.1. Question: Who is eligible to apply for these renewal funds?
ANSWER: The following EEC grant programs are eligible to apply: Community Partnerships for Children Local Planning and Coordination, Massachusetts Family Network, Parent Child Home Program and Joint Family Support Programs are invited to apply for renewal funding using this joint application. See Appendices D through G in the Coordinated Family and Community Engagement RFR.
B.2. Question: There is a Reach Out and Read program in our community. It is funded through that same line in the budget that we are. Should they be part of our consolidated application?
ANSWER: No, however, Coordinated Family and Community Engagement grantees are encouraged to include this program in grant activities and on their local Councils if such a program exists in their community.
B.3. Question: What needs to be done when a Lead Agency does not want to continue as a Lead Agency?
ANSWER: The lead agency must consolidate with another existing lead agency. Only existing grant lead agencies are eligible to apply for grant funds on behalf of another grant program. The anticipated new lead agency should apply for a funding amount that equals the total for both lead agencies. The new lead agency should include this information inPart VII: Memorandum of Understanding of their grant application.
B.4. Question: What happens to the equipment and supplies that were purchased by a former grant program that is consolidating with another lead agency or one that is relinquishing its lead agency status?
ANSWER: The equipment and supplies that were purchased with grant funds are the property of the Commonwealth and must be provided to the designated lead agency for the purpose of coordinating and implementing the grant program.
B.5. Question: Can current service areas be consolidated resulting in additional towns?
ANSWER: Yes. This decision should be made locally. The RFR asks applicants to describe the changes to services that this addition of communities incurs in Part III of the RFR.
B.6. Question:If consolidation results in a service area that is too large, how should that be handled?
ANSWER: Grantees should consolidate to increase efficiencies and capitalize on current resources available. This application should be reflective of the local needs.If a geographic area presents itself as being too large, or if communities stand to become disconnected as a result of a consolidation, then it may not be in the best interest of the communities and programs to consolidate.
B.7. Question:If an applicant chooses not to submit a coordinated grant application, what application should be used?
ANSWER:This is the only application for CPC Local Planning and Coordination; this RFR should be used regardless of consolidating or not. Grant applications for MFN, PCHP,and JFSP programs that choose not to consolidate at this time will have a separate renewal application that follows a similar format to this one. These will be posted on our website under FY 2010 grants soon and each program will be notified via email.
B.8. Question: If a lead agency has several CPC’s, plus a PCHP and MFN but they cover different communities can they service children in other communities?
ANSWER: Yes. Under the consolidated application, programs are asked to meet objectives for all the families and children in their self-defined,local community. Local communities may choose to expand the services previously provided through MFN and CPCs to a new expanded/consolidated set of communities. Care should be taken not to create a void, or to unintentionally disrupt existing models of support. Likewise, expansion should be thoughtful and considerate of the limited resources available. PCHP grantees will still be held accountable to serve the families in the communities designated in their grants. It is possible to direct other funds into expanding the PCHP model into additional communities.
B.9. Question: Can a lead agency use budgeted money saved through staff salaries from one formerly separate grant program and move it to fund another piece of the consolidated program to restore activities to their pre 9c level?
ANSWER:Yes. The applicant will have the opportunity to decide how to allocate consolidated funding across objectives and required services. Again, care should be taken not to create a void, or to unintentionally disrupt existing grant activities and models of support. Please note: that the decisions regarding grant activities and funding are not up to the sole discretion of the Lead Agency.Discussions must occur at the council/governance level to determine any changes to current programming as funding amounts will allow.
B.10. Question: Can a consolidated applicant retain more than one coordinator, which formerly coordinated different programs, under the consolidation in order to help facilitate community collaboration?
ANSWER:This is a decision that will need to be made by the applicant depending on locally determined needs and planning. It is allowable to staff two coordinators through this grant if it allows for a more efficient and smooth transition into becoming more consolidated.
B.11. Question: If there is a competitive bid in 2011 is there a disadvantage to not plan for collaboration at this time?
ANSWER: EEC would like to encourage programs to apply together to use this year as a collaborative planning opportunity, however, submitting a consolidated application is voluntary at this time.
- Required Services
C.1. Question: Can fees be charged for parent activities? For example, in the past, MFN programs were only allowed to ask for donations.
ANSWER: We do not want to discourage parent participation in grant funded activities but given the current fiscal realities we are going to allow fees to be charged for parent activities at the discretion of local grantees. All grantees that choose to charge a fee must also have a policy or procedure in place for ensuring full access to programs for families who cannot afford a fee. We will need your assistance this year in helping us to determine a fair and equitable way to systematically determine how fees should be assessed for grant funded activities. All programs that were allowed to charge fees for professional development or trainings for early education and care staff may continue to do so under the new consolidated application. Programs may also continue to request donations for participation in services, programming, and parenting education for families. It should be made clear that participation in programming is in no way dependent on a family’s ability to donate/pay. Before charging a fee for participation in parent activities, EEC must receive and approve your policy for doing so; please submit your proposal for charging fees along with your grant application.
C.2. Question:In the application there is an objective for program quality, where are the outcomes?
ANSWER:The RFR includes an “Expected Outcomes” section in the body of the RFR. Each of these outcomes speaks to each objective within the grant. Bullets number 1 and number 11 speak to quality outcomesin a broad way.
Use of Funds, Budget Detail, Subcontractors Budget and Administrative Costs
D.1. Question: Please clarify if applicants can charge rent for program space and activities as part of the main budget and not as indirect?
ANSWER: Yes. Rent for space that is used toimplement the grant program, is considered part of the allowable costs. It is not part of the 8% administrative cap.Grant consolidations that result in multiple spaces used for grant coordination and implementation, should attempt to consolidate these spaces in an effort to reduce duplication and maximize funding efficiencies or develop plans to do so by FY 2010. Costs for the rental of space associated with the lead agency administrative staff, forexample (the supervisor of the grant coordinator, the lead agency wide grant writer or auditing staff)must be included as part of the agency’s 8% administrative cap. As a reminder, there are NO indirect costs allowed in any EEC grants.
D.2. Question: There is no line for Direct Services on the budget.Where can applicants fund the program’s direct services?
ANSWER: This consolidated program budget reflects the language of all of the programs it is joining together. Prior to FY 2009, CPC programs provided direct services as subsidies to families.At the same time, MFN and PCHP programs provided direct services that meant all of the services and family supports they provided. To avoid confusion EEC has removed the term “direct service”from the budget pages. Expenditures that support the implementation of family supportand engagement programming (formerly considered to be direct services) can be captured under the staff, subcontractor, and supplylines of the budget pages. There is space on the budget to provide detail on expenditures that relate to program implementation. Include as much detail as possible to define the specific services that are being funded through this grant. Please see Appendix H for further instruction on the budget detail.
D.3. Question: Is there a place on the application to report fundraising and in-kind donations?
ANSWER: The third tab, Part I – B of the Budget Detail page is for the purpose of recording in-kind donations. This includes a column to record FY 2009 donations and projected FY 2010 donations. There are also two columns on Part IV: Community, Family and Child Outcomes and Measures document for applicants to document by objective in-kind amounts as well as a place for additional resources that are allocated towards supporting each objective.
E. Community, Family and Child Outcomes Measures
E.1. Question: What does “additional sources of funding” on the Community, Family, and Outcomes Measures document mean?
ANSWER: “Additional sources of funding” refers to grants, donations, and fund raisingmonies from a variety of sources, other than the Coordinated Family Support and Community Engagement grant funds that are used to support programming. Examples of this type of funding include Children’s TrustFund Family Center grant awards, Massachusetts Cultural Council grants, and localcommunity bake sale proceeds.
E.2. Question: If an applicant is unsure of what amount of in-kind will be given for FY10, how should those figures be reported?
ANSWER: Please provide a good estimate for in-kind and additional funds if you are ableto. It might help to ask past in-kind contributors to help in estimating this and determining if the same level of in-kind will be given for FY10.
E.3.Question: In “Part IV: Activities, Outcomes, and Measures”is a bulleted list or a narrative format preferred?
ANSWER: Please be as detailed as possible. An applicant can choose provide information in bullets or in a narrative format. Whichever allows an applicant to provide the most sufficient detail is preferred. In either case, the cells of the excel document can be adjusted by dragging the lines down using the cursor and the text can be wrapped in the formatting of the spreadsheet. If you are not sure how to do this you can click the “?/help” button in excel and ask how to wrap text. Please note: this document will be provided to you in an online reporting format. Detailed instructions will accompany the online submission.
E.4. Question: Should the funding listed in the “Identify budget amounts allocated to supporting this objective” box add up to the total grant award?
ANSWER: Yes. We should be able to look at your funding and see exactly where it is being spent by objective. The purpose of this document is to assist EEC in tracking whichobjectives are being funded, for how much, and whereon a statewide level.
E.5. Question: If funding is identified to the one objective that speaks to professional development, will this money potentially be taken out and shifted over to the Professional Development grant?
ANSWER: We cannot predict the future on how funding may or may not change. However, we want to encourage each applicant to be clear about the way grant objectives are funded. It is important that we are able to demonstrate how much we are spending on the each grant objective and what services we are purchasing statewide and link them to measurable outcomes. Strive to paint an accurate picture so that we have accurate information as we go forward.Please note: funds in this application are to coordinate professional development. The Program and Educator Supports Grant(fund code 395) is used to pay for the actual activities.
- Program Contact Information
F.1. Question: Where do applicants submit questions for this grant?
ANSWER: Please submit all questions relating to this grant application to . A member of the Child/Family Support Services Team will respond to your questions.
F.2. Question:If two or more grants combine through a consolidated application and as a result have two coordinators from each grant program who would be the “lead coordinator?”
ANSWER: EEC is asking that one person be designated as the grant Lead Coordinator for the purposes of being the contact point person for the grant. This person will receive all emailed communications from EEC and will be the person who is responsible for communicating information on the grant to any other coordinator working with them through the consolidation as well as to the lead agency’s fiscal office. How the responsibilitiesare divided up in terms of having multiple coordinator positions should be determined at the local level based on the needs and activities of the grant. Please do not list more than one lead coordinator for communication purposes.