NuPAFP Conference October 13-14, 2010

1. NuPAFP ConferenceOctober 13-14, 2010 Operational Adjustment Grants

2. Purpose: To provide Local Agencies a mechanism to fund projects geared towards infrastructure improvements or increasing participation Information concerning how to apply for these grants is located on the local agency web corner located at http://vdhweb/wicnet/funding.asp?expanddiv=oaf State Operational Adjustment (OA) Grants

3. Funded Projects • Clinic Expansion • New Clinic Opening • Clinic Renovation – furniture, etc. • Customer Service – phone systems, wage personnel • Outreach – material, and wage personnel

4. Funding • Funds for these grants are taken out of the Nutrition Services and Administration Grant for the WIC Program • These funds reduce the budgeted amount of funds for the state office that can be used to administer the program at the state level.

5. Funding Levels • 2008 – Funded 3 projects in the amount of$12,592.00 • 2009 – Funded 8 projects in the amount of $100,964.00 • 2010 – Funded 13 projects in the amount of $783,927.00

6. Timeline • Requests for project proposals come out usually in late September of early October with a notice sent to WIC-C via email to check the local agency corner • Local Agencies are generally given 10 working days to respond to the request for project proposals.

7. Submission • Requests for project proposals should be submitted to Donna Everage, OA Grant Coordinator electronically at Donna.Everage@vdh.virginia.gov for the Division to ensure proper review and tracking is conducted.

8. Important Points • Projects and budgets will be evaluated based on what costs are allowable under WIC guidelines per policy ADM 03.5. • Additionally if the proposal contains a request for wage staff you must show how at the end of the project you will be able to through the outcomes of the project (i.e. increased participation) fund this position moving forward after OA funds have been exhausted.

9. Evaluation • Projects will be evaluated by a review committee at the State WIC office that consists of the Operations Manager, Nutrition Manager, and Division Director. • Project submissions will be reviewed and approved/denied generally within 2 weeks of the stated due date in the OA guidance document.

10. Approval • Upon project approval a copy of the award letter is sent to Jeff Lakes’ office in an attempt to assist local agencies in obtaining approval of project related expenditures

11. Notification of Award • Local Agencies are notified of funding approval in two ways: first through a letter to the health director that contains a detailed budget of what has been approved. • Secondly through the publishing of the local agency final budget allocation.

12. New for FFY2011 • For FFY2011 the State WIC office will be working with the Office of Family Health Services to get individual cost codes established for these grants to allow for easier tracking of expenditures. • These monies will no longer be tracked and included as a component of client services, or nutrition education funds.

13. Evaluation • Projects will be evaluated by a review committee at the State office that consists of the Operations Manager, Nutrition Manager, and Division Director. • Projects submissions will be reviewed and approved/denied generally within 2 weeks of receipt. • Requests for clarification on project submissions will flow through your assigned Operations Liaison.

14. Resources • For help with project ideas and project submissions please contact your assigned Operations/Nutrition Liaison.

15. Mid-Year Report • Generally in April a request will be sent out to local agencies awarded OA projects to provide the State WIC Office with a status update on the project to date, this includes an update on project budget and expenditures.

16. Mid-Year Report • The State office will request at mid-year generally in April, a status report on the success/failure of the project to include a budget update. • This report is a short narrative on the project status and a budget update on expenditures, unliquidated obligations, and balance at the time of the report; further it will ask if you intend to obligate the balance of funds by the end of the fiscal year.

17. Year End Report • Local Agencies receiving this funding will also be required to complete a year end status report which summarizes the outcomes of the project and details the overall project expenditures • This report will be sent out generally right after the close of the federal fiscal year in October.

18. Evaluation • Projects will be evaluated by a review committee at the State office that consists of the Operations Manager, Nutrition Manager, and Division Director. • Projects submissions will be reviewed and approved/denied generally within 2 weeks of receipt.

19. Crater: Establish Ft. Lee WIC clinic site Richmond/Chesterfield/Henrico: Establish Satelite WIC clinic at MCV Department of Pediatrics Alleghany: Hired two wage staff to help support increased caseload New River – renovate WIC waiting area to make it more child-friendly. Prince William : New telephone system; new WIC satelite sites Loudoun : Customer Service; one wage staff member to answer incoming phone calls. Thomas Jefferson: Two new WIC clinic sites, once co-located with social services and the other with the area CHIP Program. Examples of Funded Projects

20. Summary • State Operational Adjustment Grants are separate funding outside a local agency’s operating budget that can be used to fund special projects or infrastructure improvements. • These funds do have reporting requirements associated with them and a detailed budget must be submitted with each proposal requesting funding. • Projects can either be approved/partially approved/ or denied based on the content of the proposal

21. Questions