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Information Session Questions and Answers

Q&A from Health and Wellness POS Information Sessions

December 14 and 15, 2015


Q:  What are the program hours for the Holmes Foundation Physical Fitness program?

A:  The program operates during school hours and after school from 5:30 to 6:30 p.m.


Q:  Do the Budget Workbook a part of the handouts?

A:  The Budget Workbook can be found on the EPN website (


Q:  Are there sustainability components included in the application?

A:  The proposal includes a section where the applicant is asked to describe their sustainability plan.


Q:  What is the date of the award announcement?

A:  The planned date to announce awards is February 3, 2016.


Q:  Will only one agency be funded per funding stream?

A:  No.  The sub-committee will make the decision on the number of agencies to receive funding during the application review process.


Q:  Can an organization apply for funding in more than one category?

A:  Yes.


Q:  Is a match required for each application?

A:  Yes a 20% match is required for each application.


Q:  What happens if a program has a participant that moves out of the footprint after enrolling in the program?

A:  If the agency becomes aware that a participant is no longer eligible due to moving out of the area they are no longer eligible for reimbursement from EPN.

Q:  Can the cost of transportation be included in the program budget?

A:  Yes, mileage is reimbursable at the federal rate.  If the program is proposing transportation to events it must be necessary and reasonable for the program.  Transportation requests should be included in the budget for review by the sub-committee.

Q:  Does the match have to be provided at the beginning of the award period?

A:  No it can be provided throughout the course of the contract period.


Q:  Does the Priest Holmes Foundation focus on a specific sport?

A:  No, the program focuses on core fitness but will use specific sports such as basketball as an attendance incentive.

Q:  If a child attends a different school (Davis Middle School for example) but resides in 78202 or 78208 are they still an EPN Eligible Student?

A:  Yes.  A student is an EPN Eligible Student if they attend an EPN 6 school or reside in 78202 or 78208.


Q:  Is the total count of Tynan students included in the handout?

A:  No.  The number of students at Tynan is 212.


Q: What is the total count of 5th grade students per school?                                                A: Bowden  – 51, Pershing – 53, Washington – 65

Q:  What does OST stand for?

A:  Out of School Time.


Q:  During the review process, does the Committee consider the number of students the agency is proposing to serve?

A:  The Review Committees consider a variety of factors including the proposed number of students to be served, cost per child per day, number of hours the program will be in operation, and how often the program occurs.


Q:  Does the 20% match have to be cash?

A:  The 20% match can be in-kind as long as appropriate valuation rules are followed and supporting documentation is supplied.  Examples include building space, staff paid from other sources and volunteers.


Q:  Will the budget template be provided?

A:  The template is available online on the EPN website .


Q:  What is the reimbursement cycle?

A:  Reimbursement occurs on a monthly basis.  All reports (financial, data and program narratives) are due on the 10th of each month.  All materials are reviewed by the respective departments before the invoice is processed.  Processing may take 2 to 4 weeks or more depending upon the completeness of the materials submitted.  All questions or missing items must be provided before payment can be processed.


Q:  What if the agency serves more than the proposed target number of students.  In particular if the program is being reimbursed on a cost per child per day basis?

A:  If the program is being reimbursed on a cost per child per day basis the recommendation is to over-enroll and all eligible attendees should be served.  Additionally, once a contract has been signed, the program is expected to provide services for the entire contract period, even if all funds are expended prior to the end of the contract period.

Q:   Is there an enrollment cut off of date?

A:  No, programs can have open enrollment.


Q:  Is administration time or data collection/entry time an allowable expense.

A:  Agencies can request an indirect cost rate as a part of the budget at a maximum of 10% of the proposed budget.  This a new option that was not available in prior contracts.  Agencies can also itemize the administration costs.  For example a staff person responsible for data collection/entry can be included in the budget for a percentage of their time.


Q:  Are food and transportation expenses allowable expenses?

A:  Food and transportation are allowable expenses provided they are reasonable and necessary and specifically for the direct purpose of serving program participants.  Food items have to be healthy options as that is one of the goals of the program.  Applicants are encouraged to include these items in the budget and any modifications to the proposed budget will be discussed at the point of award.


Q:  Are consent forms required for Farmer’s Market participants?

A:  Consent forms are not required for the Farmer’s Market because the data set is different than for a traditional program.  However, Farmer’s Market programs are required to have a data collection person on site at each market.


Q:  Can contracted meals be used as in-kind?

A:  Yes, however a valuation is required as support documentation for any recorded match.


Q:  Is there a standard rate for the value of volunteer time?

A:  The link for the Independent Sector is provided as a part of the application.


Q:  Will a Memorandum of Understanding suffice as evidence of collaboration?

A:  Yes.


Q:  Will collaboration be considered in the review of the applications?

A:  Yes, there is a section for bonus points for collaboration.


Q:  Are agencies to develop the collaborations on their own?

A:  Yes.  The Information Session handouts included a list of the agencies that will be funded by EPN in the spring with contact information.  Each agency has been notified that potential applicants may be contacting them to collaborate.


Q:  Where would we get a list of other agencies providing services for students in the area?

A:  Applicants can contact schools to determine what programs are operating on their campuses.


Q:  Can joint applications be submitted?

A:  Collaborative applications can be submitted; however a lead agency must be identified.  The proposal should include a very clear delineation of responsibilities for each agency.


Q:  Can an agency partner with several different agencies?

A:  Yes, a collaborative application can be submitted with one agency serving as lead or you can be included as a component of another agency’s program.  Should an applicant choose to be a component of another agency’s program they are encouraged to spell out the specifics of the collaboration in the application and in the Letter of Support or Memorandum of Understanding.  Applicant’s choosing to be a component should also ensure the partnering agency is willing to have students complete additional registration forms, consent forms and has an adequate pool of EPN Eligible students to meet the targets set in the proposal.


Q:  Does the application say how many days the Farmer’s Market will run?

A:  Yes – a minimum of once per month per site.


Q:  Bowden is not listed as a Farmer’s Market Site?

A:  The Committee selected Wheatley Community School and Sam Houston as sites for the Farmer’s Market.


Q:  If the award period for the Physical Fitness category is 11 months, can a program propose to operate for only three months?

A:  Yes – programs can propose to operate for any time period as long as it occurs during the award period.


Q:  What is the award period for Nutrition Education classes?

A:  Nutrition Education Classes should occur at a minimum of two classes per month for 11 months, for a total of 22 classes.


Q:  Can a physical fitness collaborative offer two different components totaling 60 minutes?  For example, 30 minutes of soccer and 30 minutes of another activity?

A:  Yes it could be 30 minutes of two different activities but the program must offer 60 minutes of continuous physical fitness activity for each participant.  Each provider is being reimbursed for 60 minutes of activity per student. For example, a program could propose one activity three days per week and a different activity for two days per week but each activity daily must be 60 minutes.


Q:  Can there be an overlap of participants, i.e. can a student be enrolled in more than one EPN program at the same time?

A:  Students can be enrolled in more than one program provided they are offered at different times.