VFHY Grantee Orientation

Healthy Communities Action Teams

November 3, 2010

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Welcome and IntroductionVFHY & HCAT BackgroundTraining Opportunities and

ResourcesVFHY Grants Administration

NotebookReporting Requirements

Orientation Agenda

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VFHY Background

Created as VTSF in 1999 by the Virginia General Assembly as a result of the Master Settlement

Agreement.

In 2009, the General Assembly changed our name to the Virginia Foundation for

Healthy Youth and expanded our mission to include the prevention and reduction of

childhood obesity in addition to reducing and preventing youth tobacco use.

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VFHY Divisions and Initiatives

• Programs• Marketing• Research

• Healthy Communities Action Teams

• 2010 Weight of the State Conference

• 2011 Weight of the State Conference

• Step Teams

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The nonprofit arm of VFHY Grants & Projects Recognize leaders in the

community

Prevention Connections

Mini Grants• Safe Routes To School • School Vending Machine

Replacements

http://www.preventionconnections.org/funding.shtml

Marketing

Danny Saggese Director of Marketing

804-225-3624dsaggese@vfhy.org

ACTOUT CampaignStep Royale

New Campaigns targeting youth obesity prevention:

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ACTOUT CampaignGOAL: Increase Awareness and Participation in Physically Demanding Activities

• Phase 1: Build a database of local opportunities to promote through web, demonstrations, events and promotions• Initial Progress: 183 Interest Surveys Collected

• Phase 2: Promote opportunities by scheduling events, distributing incentives, and educating youth about options

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TThe Ultimate Competitive Step

Dancing League in Hamptons Roads

4 Battles and

1 Final Championship

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• 14 Teams Competing

• 206 Dancers• 2,100

Attendees

Initial Success

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Research

Virginia Research Consortium (VRC)

Lead universities: George Mason UniversityJames Madison UniversityUniversity of VirginiaVirginia Commonwealth

University

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Over 780 grants for tobacco use prevention and cessation activities!

And in 2010 – 22 Healthy Communities Action Team grants!

Program Department

Since 2001, VFHY has awarded:

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VFHY Grants Staff

Regional Grants AdministratorsJudy Link – Southeast RegionJenny Martin – Southwest RegionLisa Brown – North RegionTerri-ann Brown – Central Region

Training & Resource ManagerCharlie McLaughlin

Your Regional Grants Administrator (RGA) is your point of contact for VFHY.

Address all inquiries to your RGA – she will be able to help you OR put you in contact with the appropriate resource.

All grant reporting forms will be e-mailed to your RGA.

Regional Grants Administrators

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Communication is Key!

Update your RGA as needed regarding:

Project implementation schedules

Staff changes – project and fiscalProject changes – venue,

audience, target group, partnersSuccesses AND barriersBudget questions or problems

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VFHY Website www.healthyyouthva.org

Follow us on Twitter http://twitter.com/HealthyYouthVA

“LIKE” us on Facebookhttp://www.facebook.com/pages/Richmond-VA/Virginia-Foundation-for-Healthy-Youth

Regional Blogs

VFHY 2nd Weight of the State Conference – Oct. 4-5, Richmond Marriott

VFHY Communication

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Press Releases VFHY Grantee Legislative

Contact Form Who’s My Legislator? Legislative Letter Templates

Richard FosterPublic Affairs Coordinator

804-225-3947rfoster@vfhy.org

Public Relations

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Who’s My Legislator?

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Legislative Contact Form due by November 12, 2010.

Confirm Legislative Contact Form and send first letter by December 1, 2010.

Send second letter by January 15, 2011.Keep copies in VFHY Notebook. Report them

on Quarterly Reports.Contact your RGA immediately if you get a

response from an elected official.

Legislative Contacts – Greater Visibility for VFHY & Grantee

Projects

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Identifies, maintains and is familiar with VFHY Tobacco and Obesity Prevention Resources.

Provides proposal technical assistance to prospective grantees and project implementation technical assistance to awarded grantees.

Coordinates required trainings and conferences.Charlie McLaughlin Jr.Training and Resource

Manager804-786-2279

cmclaughlin@vfhy.org

Training and Resource Manager

April 5-6, 2011Marriott City Center

Newport NewsRegistration Opens January 2011

2011 Reducing Tobacco Use Conference

Keeping it Relevant for Kids, Teens and Young Adults

October 4-5, 2011Marriott Richmond Downtown

RichmondRegistration Opens Summer

2011

2011 2nd Annual Weight of the State Conference

Annual Training SurveyTraining calendar posted in early

springWorkshops offered: April –

November45 workshops offered in 2010www.healthyyouthva.org/training

Training Opportunities

Community Team Development Activities & ResourcesNutrition ActivitiesPhysical ActivityStatistical Data, Trends & PrevalenceStatewide & Local Obesity Resources/ProjectsFunding OpportunitiesConferences, Trainings & EventsFact Sheets & Tipswww.healthyyouthva.org/vyop/resources.asp

Obesity Resources

Charlie McLaughlin Jr.Training and Resource

Manager804-786-2279

cmclaughlin@vfhy.org

We Need Your Help to Identify Additional Obesity Resources!

PresentersEvents

Websites

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The VFHY Grants

Administration Notebook

VFHY Orientation MaterialsGrants Manual

ProposalHCAT Information

BudgetWork PlanEvaluation

Quarterly ReportsInvoicing

Project InformationLegislative Contact Information

Miscellaneous

Notebook Sections

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The VFHY Grants Administration

ManualGrants Administration Manual and

all forms are available at www.healthyyouthva.org

General Terms and Conditions

Download and print the Grants Manual. Thoroughly read and understand all terms

and conditions. Complete the Acknowledgement Form

and return it to the VFHY office in Richmond.

Changes and Revisions

VFHY may order changes within the general scope of the contract at any time by written notice to the Grantee.

The parties may agree in writing to modify the scope of the contract.

Budget revisions may be requested utilizing the Budget Revision Request form. If less than $250, a one-time line item change can be made without prior approval by VFHY.

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Complete all areas and submit form to Regional Grants Administrator.

Provide details which fully justify the need to revise the budget.

Only one budget revision request is allowed per fiscal year and must be submitted before the end of the third quarter (March 31, 2011 and March 31, 2012).

Budget Revision Request Form

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Special Terms and Conditions

AUDIT – “Grantee hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment…”

“…The Contractor (Grantee) shall utilize the Grants Administration Notebook provided by VFHY to maintain all appropriate records.”

SUBCONTRACTS - “No portion of the work shall be subcontracted without prior written consent of the purchasing agency”

- Highlights

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Method of Payment

“Grantee shall invoice the VFHY on a monthly basis.” Grantees retain ALL receipts, unless requested from VFHY.”“Billing shall be due no later than 30 days following the end of each month in which expenditures are incurred.” However, if necessary the grantee may request to submit quarterly reimbursement requests.Final Grant Close Out invoices are due by July 15, 2012. 33

Submit invoices on a monthly basis via e-mail to your RGA

Establish system to confirm payment receipt with your finance department.

Establish electronic payments by enrolling in the Electronic Data Interchange (EDI) project with the Commonwealth of Virginia’s Department of Accounts.

http://www.doa.virginia.gov/General_Accounting/EDI/AgreementVendor.pdf

If you have questions about the electronic transfer, contact our Business Manager, Wilma Jordan at 804-786-7409.

Method of Payment

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Print a copy of your grant application from VFHY online grant system at:

https://www.grantinterface.com/VFHY/ Common/LogOn.aspx

Share a copy with all grant-related staff (project and fiscal).

Share the Grant Proposal

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Project Reporting Requirements

1. Acknowledgement Form2. VFHY Legislative Contact Information Form3. VFHY Invoice/Reimbursement Request Form4. VFHY Quarterly Reporting Form5. Final Quarterly Report Form(forms available at www.healthyyouthva.org)6. Evaluation Report7. All additional materials developed under the

grant

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Follow instructions and complete all areas each quarter.

The report should have all goals, objectives and strategies included – even if they are not being reported on in that quarter.

Last page – use this page to provide narrative details of accomplishments, barriers or other project information.

Enter name at bottom of form and email it to your RGA. Please title the document with your organization name and quarter number. Example: ABC HCAT Qtr 3

Quarterly Reporting Form

Virginia Foundation for Healthy Youth Quarterly Progress Report Healthy Communities Action Team Grant

(1) Quarterly Reporting Period (check one box) Grant Contract Number:

(2)

Oct. 1, 2010 – Dec. 31, 2010

Oct. 1, 2011 – Dec. 31, 2011 Grant Award Period:

(3) Oct. 1, 2010 through June 30, 2012

Jan. 1, 2011 – Mar. 31, 2011

Jan. 1, 2012 – Mar. 31, 2012 Grand Award Amount:

(4)

April 1, 2011 – June 30, 2011

April 1, 2012 – June. 30, 2012 Region:

(5)

July 1, 2011 – Sept. 30, 2011

ORGANIZATION INFORMATION Organization

(6) Organization’s Address

(7) Grant Contact: (8)

Title: (9)

Phone Number: (10)

E-Mail: (11)

UPCOMING PROJECT ACTIVITIES PROJECT OUTPUT Dates

(12)

Activity

(13)

# of Total Participants

(14)

# of Youth Served Current Quarter

(15)

# of Youth Served To Date

(16)

Grade or Age of Youth Served

(17)

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VFHY Quarterly Progress Report Healthy Communities Action Team Grant

Program Goals, Objectives and Strategies

Goal 1: (18)

To prevent and reduce childhood obesity in Virginia.

Objective 1: (19)

Insert your objective(s) here.

Strategies/Activities

(20)

Projected Actual Expected Outcome

(25)

Status/Actual Outcome

(26)

Start Date

(21)

End Date

(22)

Start Date

(23)

End Date

(24) 1.

2.

3.

4.

5.

6.

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VFHY Quarterly Progress Report Healthy Communities Action Team Grant

Program Summary

(27) Accomplishments or Success Stories:

(28) Barriers/Obstacles:

(29) Steps for Overcoming Barriers/Obstacles:

(30) Local Evaluation Update:

(31) Requests for Staff Assistance or Site Visit:

(32) VFHY Legislative Contact Information: Grantee Legislative Contact Information Form Submitted – Date: Letters Sent To Legislators – Date:

(33) Additional Comments:

(34) Printed Name of Person Completing Report: (35) Date Completed:

January 15, 2011

April 15, 2011

July 15, 2011

Quarterly Report Due Dates

October 15, 2011

January 15, 2012April 15, 2012July 15, 2012

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Final Quarterly Report is due July 15, 2012.

Includes Evaluation Report, also due July 15, 2012.

Include an end of year summary and overall analysis of the grant project on the final page.

Final date to submit local evaluation results is July 31, 2012.

Use this as an opportunity to provide input and feedback to VFHY.

Fourth/Final Quarterly Report

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Refer to Helpful Hints handout.

Use only the VFHY HCAT Invoice form.

VFHY reserves the right to request all supporting documentation for monthly expenditures.

If you have problems with the workbook, contact your RGA.

Submit entire VFHY invoice workbook electronically to RGA with “invoice” in the subject line.

Payment is made within 30 days from VFHY acknowledgement.

Invoice/Reimbursement Request Form

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Virginia Foundation for Healthy Youth - Invoice/Reimbursement RequestHEALTHY COMMUNITIES ACTION TEAM GRANT

Grantee Name:  Grant Contract Number:  

Address:  EIN:  

   

Project Title:   

  Grant Contract Period: OCT 10 - JUNE 12

Type Name: 

Title: 

Telephone:  

FAX:  

Expenditures (Please Round Off to the Nearest Dollar):Do Not Change any cells that are Red!

Line Items Program Contract Amount

 

Personnel  

Consultants  Travel  Rental space  Materials  Other Costs              TOTAL $ -

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Virginia Foundation for Healthy Youth - Invoice/Reimbursement Request

HEALTHY COMMUNITIES ACTION TEAM GRANT  Check here if this is your final reimbursement request for the grant year.

Grantee Name: 0 Grant Contract Number: 0

Address: 0 EIN: 0

0 Month Ending: October-10

Project Title: 0 Date of Report:  

Grant Contract Period: OCT 10 - JUNE 12

Type Name: AMOUNT REQUESTED:

Title: 0 $ 4,400

Telephone: -

FAX: -

Expenditures (Please Round Off to the Nearest Dollar):Do Not Change any cells that are Red!

Line Items Program Contract Amount

Reimbursement Requests to Date

Expenditures for Report Period

Remaining Amount Available

Personnel - - 2,500 $ (2,500)Consultants - - 100 $ (100)Travel - - 1,200 $ (1,200)Rental space - - 200 $ (200)Materials - - 200 $ (200)Other Costs - - 200 $ (200)        $ -         $ - TOTAL $ - $ - $ 4,400 $ (4,400)

   VFHY Regional Grants Administrator Date VFHY Business Manager Date45

Site Visits

In addition to the quarterly reporting forms and the invoice/reimbursement request form, VFHY will also conduct site visits.

Site visits are used for review of: Project status and progress toward

objectives Grant project management and

organization Human resources Fiscal oversight VFHY Grants Notebook

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Conducted two times during grant period. Grantees should be prepared and ready to

discuss all facets of their grant-funded project.

The VFHY Grants Administration Notebook will be reviewed.

Site visits are great opportunities to:- show off your successes & discuss any barriers - ask questions or request assistance- stay connected with VFHY

Site Visits

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QUESTIONS?

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