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8523 Community and Parent Group Services

8523.1 Contracting With Councils, Associations, and Organizations

CPS November 2006

A region may contract with Councils, Associations, and Organizations to develop and expand the activities of groups that promote services to abused and neglected children or their caregivers. 

Contractors of this type must be voluntary whose purpose is to:

  •  Promote, coordinate, and facilitate community-based service delivery systems for children who are at risk of abuse or neglect and their families, and/or

  •  Provide education and information about abused and neglected children.

A region may also contract with councils, associations, and organizations to develop and expand the activities of groups that identify, recruit, and screen prospective foster and adoptive homes.

Contractors of this type, whose purpose is to promote, coordinate, and facilitate recruitment of foster and adoptive homes for special needs children, must be voluntary organizations.

Note: State office also contracts with councils, associations, and organizations under the guidelines in this item.

8523.11 Identifying Eligible Contractors

CPS November 2006

Eligible councils, associations, and organizations include:

  •  Councils on child abuse that conduct community awareness projects and develop links between organizations that serve children and families;

  •  Foster parent associations; and

  •  Organizations that recruit and screen foster and adoptive homes.

8523.12 Requesting a Contract

CPS November 2006

To request a contract, regional workers must:

  •  Identify the council, association, or organization with which they wish to contract;

  •  Summarize the purpose or mission of the council, association, or organization;

  •  Specify how services provided under the contract will benefit families and children who are at risk of abuse or neglect; and

  •  Submit the above information to regional contract workers.

8523.2 Contracting With Organizations That Sponsor Volunteer, Self-Help, and/or Primary Prevention Programs  

CPS November 2006

To increase the resources available to children at risk of abuse or neglect, a region may contract with Big Brothers Big Sisters, Family Outreach of America, or similar organizations that sponsor volunteer, self-help, or primary prevention programs.

Contractors for these services must recruit, screen, train, and supervise volunteers who:

  •  Provide direct services to CPS clients or families with children at risk of abuse or neglect; or

  •  Develop or coordinate special projects that serve CPS clients or families with children at risk of abuse or neglect.

Eligible clients are limited to children at risk of abuse and neglect and their families. Clients are not required to have an open CPS case. Self-referrals may be accepted.

To refer a client for programs offered by contracting organizations, a worker should contact the specific program for referral procedures.

8523.3 Costs for Community and Parent Group Services
8523.31 Allowable Costs for Community and Parent Group Services

CPS November 2006

Allowable Costs

Examples of Allowable Costs

Allowable Costs

Unless otherwise specified, the following costs may be included when contracting with councils, associations, and organizations or with groups that sponsor volunteer, self-help, or primary prevention programs. See:

8523.1 Contracting with Councils, Associations, and Organizations

8523.2 Contracting for Volunteer, Self-help, or Primary Prevention Programs

  •  Mailing expenses incurred to inform the group's members and the community at large about meetings, projects, and issues of concern;

  •  Telephone expenses not covered through other sources;

  •  Rented space for meetings, except when meeting space is available at no charge;

  •  Fees and expenses for speakers and consultants whose services are needed, but who are not available as volunteers;

  •  Costs for office supplies and office equipment;

Note: DFPS staff may not use office supplies or equipment purchased for community and parent group services.

  •  Printing costs;

  •  Registration fees and travel expenses for conferences, workshops, and training programs. The travel expenses must not exceed current travel rates for DFPS employees;

  •  Training expenses for foster parents and contractor staff, as long as the training is clearly related to the organization's mission;

  •  Dues for professional organizations;

  •  The cost of crisis intervention resources, such as a 24-hour crisis-intervention hotline;

  •  Child-care. If the contractor is an association of foster or adoptive parents, DFPS may pay for child-care while members attend training sessions and organization meetings. The cost of child-care in other circumstances is not allowable;

  •  Plaques, certificates of recognition, and other acknowledgments of special service presented to volunteers or foster and adoptive parents.

However, the item given must not have a lasting monetary value. The cost of the item must not exceed 10 percent of the budget allotted for recognition or $50, whichever is less.

Examples of Allowable Costs

Allowable costs include:

  •  Honoraria or gifts;

  •  The purchase of food and paper goods for activities involving the children (not regular meetings);

  •  Salaries and fringe benefits for contracts with organizations that sponsor volunteer, self-help, and primary prevention programs; and

  •  Office space and utilities for contracts with organizations that sponsor volunteer, self-help, and primary prevention programs.

8523.32 Unallowable Costs for Community and Parent Group Services

CPS November 2006

Unless otherwise specified, the following costs may not be included when contracting with councils, associations, and organizations or with groups that sponsor volunteer, self-help, or primary prevention programs.

For further details on contracting with such groups, see:

8523.1 Contracting with Councils, Associations, and Organizations

8523.2 Contracting for Volunteer, Self-help, or Primary Prevention Programs

  •  Alcoholic beverages;

  •  Legal fees, accounting fees, or other financial fees;

  •  Any payment or honoraria to employees;

  •  Registration fees and travel expenses for DFPS employees;

  •  Any gifts, flowers, or remembrances for DFPS employees;

  •  Refreshments and decorations for meetings and events;

  •  Gifts for foster children;

  •  Fund-raising expenses;

  •  Fees and expenses related to obtaining non-profit status;

  •  Door prizes;

  •  Tips;

  •  School pictures;

  •  Medical, psychological, and psychiatric services;

  •  Graduation expenses that result in a gift, such as a class ring, invitations, pictures, prom dress, or tuxedo;

  •  Parties;

  •  Interest on loans;

  •  Acknowledgments for special services when given to individuals other than foster parents, adoptive parents, or volunteers, or when given under any other contract for support services other than community or parent group services;

  •  Salaries and fringe benefits for contracts with councils, associations, and organizations; and

  •  Office space and utilities for contracts with councils, associations, and organizations.

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