Petaluma Educational Foundation

Supplemental Information (2023)

GRANT MONITORING PROCEDURES: THE GRANT COMMITTEE, FORMED FROM WITHIN THE FOUNDATION'S BOARD OF DIRECTORS, READS AND SCORES ALL EDUCATIONAL GRANT REQUESTS BASED ON AN OBJECTIVE SCORING MATRIX. BASED ON THAT PROCESS, PRELIMINARY RECIPIENTS ARE ASKED TO PRESENT THEIR GRANT IN PERSON. FROM THAT GROUP THE FINAL RECIPIENTS ARE CHOSEN. THE SCHOOL DISTRICTS ARE NOTIFIED OF THE WINNING GRANTS AND THE SCHOOL ADMINISTRATOR RECEIVES A LETTER NOTIFYING THEM THAT THEY CAN BEGIN TO ORDER SUPPLIES FOR THEIR GRANT PROJECT IMMEDIATELY. THE GRANT PROJECT MUST BE COMPLETED BY JUNE 1ST OF THE CURRENT FISCAL YEAR. THE SCHOOL ADMINISTRATOR WHO WAS AWARDED THE GRANT ORDERS THE GRANT SUPPLIES WITH A PURCHASE ORDER THROUGH THEIR SCHOOL DISTRICT. THE SCHOOL DISTRICT THEN SENDS AN INVOICE TO THE FOUNDATION AND ATTACHES THE PURCHASE ORDERS TO THE INVOICE. BEFORE PAYING THE INVOICE, ALL RECEIPTS ARE VERIFIED TO DETERMINE THAT THE ITEMS ORDERED MATCH WHAT WAS ORIGINALLY ASKED FOR IN THE GRANT'S PROPOSED BUDGET. THE FOUNDATION THEN PAYS THE SCHOOL DISTRICT. OCCASIONALLY, A SCHOOL ADMINISTRATOR WILL PURCHASE THE GRANT SUPPLIES WITH THEIR PERSONAL CREDIT CARD, SO THE SAME PROCESS APPLIES AS JUST EXPLAINED EXCEPT THE FOUNDATION REIMBURSES THE SCHOOL ADMINISTRATOR DIRECTLY INSTEAD OF THE SCHOOL DISTRICT.

Source: IRS Form 990 Schedule I supplemental information.