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Notice of Award & Request to Execute Grant Agreement for City of Dubuque AmeriCorps Program: Partners in Learning Copyrighted August 1, 2022 City of Dubuque Consent Items # 014. City Council Meeting IT EM T IT LE: Notice of Award & Request to Execute Grant Agreement for City of Dubuque AmeriCorps Program: Partners in Learning SUM MARY: City Manager providing information on the award of City of Dubuque AmeriCorps Program: Partners in Learning and requests approval to execute the AmeriCorps Grant Agreement for the City of Dubuque AmeriCorps Program: Partners in Learning (Competitive)that will be sent by Volunteer Iowa. SUGGESTED Suggested Disposition: Receive and File;Approve DISPOSITION: ATTACHMENTS: Description Type Notice of Award and Approval to Execute Agreement for City of Dubuque AmeriCorps Program: Partners in City Manager Memo Learning-MVM Memo Staff inemo Staff Memo Grant Agreement and Budget Supporting Documentation Dubuque THE CITY QF � All-Meriea Ciry DLT B E ; . � . � �� MaSt� Z�C� aYd t�Q Mt55ZSSZ Z zoa�•zoiz•�ai3 YP pp za��*zai� TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Notice of Award & Request to Execute Grant Agreement for City of Dubuque AmeriCorps Program: Partners in Learning DATE: July 27, 2022 Leisure Services Manager Marie Ware is providing information on the award of City of Dubuque AmeriCorps Program: Partners in Learning and to request approval to execute the AmeriCorps Grant Agreement for the City of Dubuque AmeriCorps Program: Partners in Learning (Competitive) that will be sent to City Manager Mike Van Milligen by Volunteer lowa through Adobe Sign and Save. I concur with the recommendation and respectfully request Mayor and City Council approval. � Mic ael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Marie Ware, Leisure Services Manager Jennifer Larson, Director of Budget and Finance Dubuqu� THE CIT7f OF � ��dia pq� �� # � ��5�� C� {7�� IL' �7SS�SS1 � �oo�•zoiz•��i� � �� 017t�(ll� TO: Michael C. Van Milligen, City Manager FROM: Marie Ware, Leisure Services Manager SUBJECT: Notice of Award & Request to Execute Grant Agreement for City of Dubuque AmeriCorps Program: Partners in Learning DATE: 7/26/2022 INTRODUCTION The purpose of this memorandum is to provide information on the award of City of Dubuque AmeriCorps Program: Partners in Learning and to request approval to execute the AmeriCorps Grant Agreement that will be sent to City Manager Mike Van Milligan by Volunteer lowa through Adobe Sign and Save. DISCUSSION The City of Dubuque AmeriCorps Program: Partners in Learning has been extremely successful in its 22 years of operation, 14 of which have been under the leadership of the City of Dubuque. The program's success is apparent in the over 800 AmeriCorps Alumni giving over 450,000 hours of service in our community. These members and alumni have performed invaluable service. AmeriCorps members are paid living allowance stipend for their service and receive an education award. The stipends and awards are a part of the grant. These funds are often directly invested in our community in the form of groceries, rent or tuition to local colleges and universities as well as other direct living expenses. Some of the AmeriCorps members are grandparents and earn education awards they are passing along to their grandchildren. The Corporation for National and Community Service (CNCS) has established priority areas of funding for their grants. The Partners in Learning program fits nicely into CNCS priority area of education. CNCS emphasizes performance measures and being able to measure progress. They require evidence based approaches with evaluative data and use of a logic model. We must provide evidence that the proposed intervention is effective for the proposed population and community challenge. A third-party evaluation was completed prior to the writing of this grant. The evaluation provided excellent feedback on the AmeriCorps Partners in Learning Program. This was used in the writing of the grant attached. Council previously approved our request to apply for City of Dubuque AmeriCorps Program: Partners in Learning. On 7/3/2022, Leisure Services was notified of the award. The details of the award are below. Awarded Amount: $282,006.00 Match Funding Source: • Dubuque Community School District (Secured) 45,000 Cash State/Local • Dubuque Community School District (Secured) 28,050 In Kind State/Local • St Mark Youth Enrichment (Secured)15,750 Cash Private • St Mark Youth Enrichment (Secured) 13,140 In Kind Private • City of Dubuque (Secured) 183,687 Cash State/Local Match Amount: $285,627.00 Application Due Date: 7/1/2022 Anticipated Notification Date: 7/1/2022 Anticipated Receipt of money: 8/1/2022 Departments Involved: Leisure Services, Library Sr Counsel Barry Lindahl has reviewed the grant agreement. GRANT OBJECTIVE The AmeriCorps Partners in Learning (APIL) program proposes to have 43 AmeriCorps members who will tutor K-3rd grade struggling readers one on one or in small groups in the Dubuque Community School District's elementary schools and summer programs. At the end of the first program year, the AmeriCorps members will be responsible for increasing the reading scores of 250 students with literacy needs. In addition, the AmeriCorps members will leverage an additional 100 volunteers who will be engaged in Dubuque community days of service. The program will focus on the CNCS focus area of Education. The CNCS investment of$282,006 will be matched with $285,627 ($256,737 in public funding and $28,890 in private funding). There is a future opportunity to reapply for these funds, at this time. COUNCIL GOAL(S) ADDRESSED Council Goal: Partnership for a Better Dubuque: Building our Community that is Viable, Livable and Equitable Outcome(s) Have non-profit institutions, private businesses and educational institutions contributing toward implementation of the Imagine Dubuque plan Have opportunities for residents for upward mobility and empowerment across all demographics Value s Leveraging community resources in order to accomplish more than tax revenues More ownership of "end" products — residents involved in the process and support outcomes ACTION STEP The purpose of this memorandum is to provide information on the award and request approval to execute the 22-23 AmeriCorps Grant Agreement for the City of Dubuque AmeriCorps Program: Partners in Learning (Competitive). CC: Crenna Brumwell, City Attorney Jennifer Larson, Director of Budget and Finance Cassie Ross, Assistant Director of Finance MW/hs Grant Agreement Number: 22-AC-10 - 1 - IOWA COMMISSION ON VOLUNTEER SERVICE AMERICORPS GRANT AGREEMENT _____________________________________________________________________________ GRANTEE: City of Dubuque GRANT NUMBER: 22-AC-10 PROGRAM NAME: City of Dubuque AmeriCorps Program: Partners in Learning GRANT AGREEMENT PERIOD: 8/1/2022- 7/31/2023 TOTAL MAXIMUM GRANT AMOUNT: $282,006 GRANTEE EMPLOYER IDENTIFICATION NUMBER 42-6004596 GRANT TYPE: Cost reimbursement FEDERAL PRIME GRANT & TYPE: 21ACEIA001 (Competitive) ______________________________________________________________________________ This AmeriCorps Grant Agreement is made by and between the Iowa Commission on Volunteer Service, 1963 Bell Avenue, Suite 200, Des Moines, Iowa 50315 ("Commission" or "Volunteer Iowa"), an agency of the State of Iowa, and City of Dubuque (“Grantee”), 50 West 13th Street, Dubuque, IA 52001, a city government. WHEREAS the Commission is designated to receive, administer and disburse AmeriCorps State and National grant funds; and WHEREAS the Commission desires to disburse grant funds to the Grantee for eligible purposes primarily addressing community needs identified in the Grant Application; and WHEREAS the Grantee submitted an application for funding to the Commission and the Commission has approved the application; and WHEREAS, in approving the application, the Commission has relied upon the representations of the proposed Program activities; management and financial condition of the Grantee; investment of other Grantee funds; and other material information contained therein; and WHEREAS the Grantee has certified to the Commission that the primary purpose for obtaining AmeriCorps funds is to make a significant impact in the community while providing a meaningful service opportunity for the AmeriCorps members; NOW, THEREFORE, the Grantee accepts this grant upon the terms and conditions set forth in this Agreement. In consideration of the mutual promises contained in this Agreement, the Parties agree as follows: ARTICLE 1 - DEFINITIONS As used in this Agreement, the following terms shall apply: 1.1 ACT. "Act" means the National and Community Service Act of 1990 (42 U.S.C. 12501 et seq.), as amended by the Serve America Act, (42 U.S.C. S.12501 et seq.). Grant Agreement Number: 22-AC-10 - 2 - 1.2 GRANT AGREEMENT or AGREEMENT. "Grant Agreement" or "Agreement" means this Agreement and all of the exhibits, attachments and documents referred to in the Agreement and incorporated by reference. The Grant Agreement is the legal agreement by which the Commission makes subawards of AmeriCorps funding to the Grantee. The Grantee is the subrecipient and the Commission is the pass-through entity. a) Subaward means an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a Federal Award received by the pass-through entity. A subaward may be provided through any form of legal agreement. b) Subrecipient means an entity, usually but not limited to non-Federal entities, that receives a subaward from a pass-through entity to carry out part of a Federal award; but does not include an individual that is a beneficiary of such award. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. 1.3 PROGRAM. “Program” means the detailed description of the program activities, interventions, and other obligations to be performed or accomplished by the Grantee as described in this Agreement and the AmeriCorps State and National application approved by the Corporation for National and Community Service (“Corporation” or “AMERICORPS”) and the Commission, as authorized by the National and Community Service Act of 1990, as amended. 1.4 GRANT AGREEMENT PERIOD, EFFECTIVE DATE, & COMPLETION DATE. “Grant Agreement Period” is the period in which the Agreement is in force and effect. The first date of the Grant Agreement Period is considered the Effective Date (or start date) of the Agreement and the last date is considered the Completion Date (or end date). The Grant Agreement Period is aligned with the one-year Budget Period for the federal subaward, but the Grant Agreement Period may not cover the full Period of Performance for the federal subaward, which may be two or three years. The Agreement expires upon the occurrence of one of the following: a) Program tasks have been fully accomplished including fulfillment of the obligations identified in Article 6 as of the end date of the grant agreement period; or b) the Agreement is terminated by Volunteer Iowa due to any default under Article 8.1; or c) the Agreement is terminated in accordance with the provisions set forth in Article 10.3. Except in limited circumstances, the Grant Agreement Period Completion Date will not be extended beyond 90 (ninety) days past the original Grant Agreement Period Completion Date. a) Period of performance means the total estimated time interval between the start of an initial Federal award and the planned end date, which may include one or more funded portions, or budget periods. Identification of the period of performance in the Federal award per § 200.211(b)(5) does not commit the awarding agency to fund the award beyond the currently approved budget period. b) Budget period means the time interval from the start date of a funded portion of an award to the end date of that funded portion during which recipients are authorized to expend the funds awarded, including any funds carried forward or other revisions pursuant to § 200.308. Grant Agreement Number: 22-AC-10 - 3 - 1.5 GRANT TYPE. “Grant Type” refers to the category of grant award provided. AmeriCorps grants may be either Cost Reimbursement or Fixed Amount types; the type of grant determines certain budget and financial management responsibilities of the grantee. a) Cost Reimbursement grants include a formal matching requirement and require the submission of a budget and financial reports. For Cost Reimbursement Grantees AMERICORPS funds a portion of program operating costs, member costs (if applicable), and administrative expenses; funding is not directly dependent upon recruitment and retention of AmeriCorps members. Planning grants are a type of cost reimbursement grant that does not include any member funding. b) Fixed Amount Grants provide a fixed amount of funding per Member Service Year (MSY) that is substantially lower than the amount required to operate the program. Organizations use their own or other resources to cover the remaining costs. Fixed Amount programs are not required to submit detailed budgets or financial reports, there is no specific match requirement, and programs are not required to track and maintain documentation of match. However, AMERICORPS provides only a portion of the cost of running the program and organizations must raise the additional resources needed to run the fixed amount program. Fixed Amount Programs can access all of the AmeriCorps grant funds, provided they recruit (in the case of Education Award Program or “EAP”) or retain (in the case of full-cost Fixed Amount programs) the members supported under the grant based on the MSY level awarded. Professional Corps programs applying for operational funding through a Fixed Amount Grant must submit a budget in support of their request for operational funds. 1.6 FUNDING TYPE. “Funding Type” refers to whether the program is funded out of the portion of AMERICORPS funds that are provided to the state according to a population-based formula (Formula) or out of the portion of AMERICORPS funds that are awarded to states on a competitive basis (Competitive). The funds are awarded to Volunteer Iowa in a prime grant and each Iowa AmeriCorps State Program is awarded out of the Commission’s prime grant. 1.7 ALLOWABLE COSTS. "Allowable Costs" are those costs which are identified in Attachment A, Grant Application; Attachment B, Budget; and consistent with Federal regulations and guidelines applicable to the AmeriCorps program. 1.8AUTHORIZED REPRESENTATIVE. The Authorized Representative is the person within the Grantee organization authorized to accept and commit funds on behalf of the organization. A copy of the governing body’s authorization for this official representative to sign must be on file in the Grantee’s office. ARTICLE 2 - FUNDING 2.1 FUNDING SOURCES. The primary source of funding for the Grant is a federal grant from AMERICORPS [Code of Federal Domestic Assistance (CFDA) 94.006] for the AmeriCorps Program. A portion of the Grantee share of matching funds budgeted for this Grant may be provided to the Grantee by Volunteer Iowa from state funding sources as noted in Article 3.1. The Grant Agreement Number: 22-AC-10 - 4 - Grantee shall comply with the requirements, conditions and rules of AMERICORPS, the Commission and any other public or private entity having authority over the funds or the Grant. 2.2 RECEIPT OF FUNDS. All payments under this Agreement are subject to receipt by the Commission of sufficient funds for the AmeriCorps Program. Any termination, reduction, or delay of federal or state funds to the Commission may, in the sole discretion of the Commission, result in the termination, reduction or delay of AMERICORPS funds to the Grantee and/or termination of this Agreement. 2.3 PRIOR COSTS. If any grantee has received written approval from the Commission to incur certain costs prior to the Effective Date of this Agreement, then said written approval and those terms and conditions are incorporated herein and made a part of this Agreement by this reference as if fully set forth. 2.4 USE OF GRANT FUNDS. The Grantee shall expend funds received under the Grant only for the purposes and activities described in its application and approved by the Commission and in compliance with applicable federal and state law and regulations. 2.5 BUDGET AMENDMENTS FOR COST REIMBURSEMENT GRANTEES. The following budget changes for cost reimbursement grantees shall be subject to prior approval of the Commission through the amendment process as provided for in Article 10.6. Budget amendments shall be requested from the Commission and approved prior to implementation of the budgetary changes. Budget amendments shall be compatible with the terms of this Agreement and of such a nature as to qualify as an allowable cost. Budget amendments requested during the final ninety (90) days of the Agreement period will be approved on a limited basis. The following circumstances require budget amendments. a) Budget changes which would result in changes in excess of ten percent (10%) of the total budget. b) Budget changes which would lower the Grantee's percent share of costs required under this Agreement. c) Budgetary changes related to changes in the scope or goals of the project. d) Costs requiring prior approval: adding costs in a previously unbudgeted line item, supplies in excess of $1,000 per item, equipment valued at greater than $5000, subgrants or contracts not included in approved application and budget, other costs requiring prior approval under § 2 CFR 200 regardless of the ten percent budget limitation. 2.6 DISBURSEMENT OF LESS THAN THE TOTAL AWARD AMOUNT. If the total award amount has not been requested by the Grantee within sixty (60) days following the Completion Date, then the Commission shall be under no obligation for further disbursement. 2.7 MEMBER COSTS. The award amount contemplated by this Agreement reflects a maximum possible payment based on full member enrollment. In the event that the Program does not fully recruit the awarded member service years (MSY), the Commission may reduce the federal funding. The Commission reserves the right to request repayment of any federal funds disbursed above the reduced federal amount. Grant Agreement Number: 22-AC-10 - 5 - 2.8 ADMINISTRATIVE COST GUIDELINES. Federal funds used for reasonable administrative costs, are allowable. For cost reimbursement grantees, the federal share of administrative costs shall be limited to approximately five percent (5%) of the AMERICORPS funds expended in Sections I and II of the approved budget. (See Exhibit E. Application Instructions for detailed calculations of administrative costs). Grantees are eligible for additional administrative costs in the Grantee Share of the budget. These amounts are approved at the time of award and are reflected in the budget. Administrative costs will only be disbursed proportional to grant funds expended. 2.9 UNALLOWABLE COSTS. If Volunteer Iowa determines at any time, whether through monitoring, audit, closeout procedures or by other means, that the Grantee has expended funds for unallowable activities, the Grantee will be notified of the questioned costs and given an opportunity to justify questioned costs prior to Volunteer Iowa's final determination of the disallowance of costs. Appeals of any determinations will be handled in accordance with the provisions of Chapter 15h, Iowa Code. If it is Volunteer Iowa’s final determination that costs previously paid by Volunteer Iowa are unallowable under the terms of the Agreement, the expenditures will be disallowed, and the Grantee shall repay to Volunteer Iowa any and all disallowed costs. Grantee shall repay all disallowed costs within thirty (30) days. Volunteer Iowa may work out a payment plan with the Grantee at its discretion. 2.10 NATIONAL SERVICE CRIMINAL HISTORY CHECKS DISALLOWED COSTS. If Volunteer Iowa determines at any time, whether through monitoring, audit, closeout procedures, program self-reporting, or by other means, that any portion of the National Service Criminal History Check (NSCHC) process has not been completed as required, Volunteer Iowa will follow the most recent version of the AMERICORPS NSCHC Enforcement Guide to assess disallowance in cases of noncompliance or other unallowable circumstances as described in the Guide. Disallowance payments must be made with non-federal funds. 2.11 FEES. Volunteer Iowa will assess the following fees on Grantee. a) State Member Management System Costs: Grantees will be invoiced on a biannual or other regular basis for a fee of $18/member for costs of participation in the state’s member management and timekeeping systems. Grantees approved to use another member management and timekeeping system (see Attachment D) will be charged an additional per-member cost to account for increased Volunteer Iowa staff time required to conduct required monitoring in a separate system. b) State Support and Monitoring Fee: Cost-reimbursement grantees will be invoiced on a biannual or other regular basis for a State Support & Monitoring Fee of two percent (2%) of the total federal share of Sections I and II of the approved budget. Fixed-amount grantees are also subject to a State Support & Monitoring Fee of two percent (2%) of their grant, calculated according to guidance from AMERICORPS. The Commission will invoice programs on a biannual or other regular basis. Grant Agreement Number: 22-AC-10 - 6 - ARTICLE 3 - TERMS OF GRANT 3.1 GRANT. The Commission grants $282,006 to the Grantee for AmeriCorps activities during the Grant Agreement Period. The program activities of the Grantee are to commence as of the Effective Date and shall be undertaken in such a manner as to assure their expeditious completion. All of the program activities required hereunder shall be completed on or before the Completion Date. 3.2 GRANT ACTIVITIES TO BE PERFORMED. Subject to the provisions set forth in this Agreement, Volunteer Iowa grants funds to the Grantee to carry out the program activities and interventions as specifically outlined in Attachment A entitled "Grant Application" signed on 2/3/2022 and incorporated by this reference, and for such other grant obligations as Volunteer Iowa and Grantee may agree to in writing. 3.3 DISASTER DEPLOYMENT. In the case of a state-declared disaster, Grantee’s members and/or grant-funded staff may be voluntarily deployed as an asset of the state. In case of deployment, allowable related expenses outside of the scope of the approved Application may be eligible for reimbursement. All disaster deployments must be approved by Volunteer Iowa. Organizations opting to serve as part of the Iowa AmeriCorps Disaster Response Team (Iowa A- DRT) may also be deployed under the Volunteer Iowa Cooperative Agreement with the Federal Emergency Management Agency (FEMA). The terms of these deployments are covered in Attachment C, “Iowa AmeriCorps Disaster Response Team Disaster Deployment Agreement”. 3.4 GRANT ADMINISTRATION. The Agreement shall be administered in accordance with all applicable State and Federal laws, regulations, and guidance, including those found in Exhibit F, “Iowa AmeriCorps State Program Director Manual”, which has been distributed by Volunteer Iowa to the Grantee. 3.5 EVALUATION. The Grantee will fulfill the evaluation requirements for AmeriCorps State & National grantees and subgrantees as outlined in Exhibit B, “Federal Regulations” and other AMERICORPS evaluation guidance. If the Grantee’s evaluation plan requires AMERICORPS approval, the Grantee will secure this approval by the date communicated in writing. Designated program staff may be required to participate in training and technical assistance. Failure to submit plans or plan corrections or to participate in required training will result in program suspension. 3.6 SPECIAL CONDITIONS. The Grantee will be subject to any special conditions noted below. Special conditions may be specified by AMERICORPS or by Volunteer Iowa. AMERICORPS or Volunteer Iowa will suspend programs that do not comply with the special conditions. a) Special conditions applicable to this grant agreement: none 3.7 APPROVED WAIVERS. The Grantee has received approval for the following waiver(s): not applicable. Grant Agreement Number: 22-AC-10 - 7 - ARTICLE 4 - CONDITIONS TO DISBURSEMENT OF FUNDS Unless and until the following conditions have been satisfied, the Commission shall be under no obligation to disburse to the Grantee any amounts under the Grant Agreement: 4.1 GRANT AGREEMENT EXECUTED. The Grant Agreement shall have been properly executed and returned to Volunteer Iowa prior to the grant agreement effective date or within thirty (30) days of Volunteer Iowa’s transmittal of the final Agreement to the Grantee, whichever is sooner. 4.2 BINDING FINANCIAL COMMITMENTS. Upon request, the Grantee will provide a resolution of the Board of Directors, or other Governing Body of the Grantee, authorizing the execution and delivery of this Grant Agreement and such other papers as the Commission may reasonably request, and specifying the officer(s) authorized to execute the Grant Agreement and bind the Grantee. 4.3 GRANTEE DOCUMENTATION. The Grantee shall have completed the following Start Forms related to program management and compliance. a) Must be approved: Pre-Award Financial Form (new and planning Grantees) or Financial Survey (returning Grantees). b) Must be submitted: NSCHC Checklist, Policy, and Training Certifications (all Grantees). 4.4 SUBMISSION OF PAYMENT PROCESSING FORMS. a) Taxpayer identification number: Completion and submission of form “W-9, Request for Taxpayer Identification Number and Certification.” b) (For non-state agencies) Electronic funds transfer (EFT): Completion and submission of form “Direct Deposit Authorization Form” from Iowa Department of Administrative Services. 4.5 SYSTEM FOR AWARD MANAGEMENT REGISTRATION. The Grantee shall have a current and active registration with the System for Award Management (SAM) and a valid Unique Entity Identifier (UEI). ARTICLE 5 - REPRESENTATIONS AND WARRANTIES OF GRANTEE To induce the Commission to make the Grant referred to in this Agreement, the Grantee represents, covenants and warrants that: 5.1 AUTHORITY. The Grantee is duly organized and validly existing under the laws of the State, is in good standing, and has complied with all applicable laws of the State of Iowa. The Authorized Representative listed for the Grantee is duly authorized and empowered to execute and deliver this Agreement. All action on the part of the Authorized Representative, such as appropriate resolution of their governing body for the execution and delivery of the Agreement, has been effectively taken. Grant Agreement Number: 22-AC-10 - 8 - 5.2 FINANCIAL INFORMATION. All financial statements and related materials concerning the Grantee and the Program provided to the Commission are true and correct in all material respects and completely and accurately represent the subject matter thereof as of the effective date of the statements and related materials, and no material adverse change has occurred since that date. 5.3 GRANT APPLICATION. The content of the grant application the Grantee submitted to the Commission for funding is a complete and accurate representation of the Grantee and the Program as of the date of submission and there has been no material adverse change in the organization, operation, or key personnel of the Grantee since the date the application was submitted to the Commission. 5.4 CLAIMS AND PROCEEDINGS. There are no actions, lawsuits or proceedings pending or, to the knowledge of the Grantee, threatened against the Grantee affecting in any manner whatsoever their rights to execute the Agreement or the ability of the Grantee to make the payments required under the Agreement, or to otherwise comply with the obligations of the Agreement. 5.5 PRIOR AGREEMENTS. The Grantee has not entered into any verbal or written contracts, agreements or arrangements of any kind, which are inconsistent with the Grant Agreement. 5.6 RENEWAL AND RESTATEMENT. The covenants, warranties and representations of this Article are made as of the Effective Date of this Agreement and shall be deemed to be renewed and restated by the Grantee at the time of each request for disbursement of funds. ARTICLE 6 - GRANTEE OBLIGATIONS AND AFFIRMATIVE COVENANTS The Grantee covenants with Volunteer Iowa that: 6.1 PROGRAM ACTIVITIES AND INTERVENTIONS. The Grantee shall carry out in a satisfactory and proper manner the activities and interventions detailed in the approved Grant Application (Attachment A) by the end of the Grant Agreement Period. Such activities and interventions will be conducted according to the standards generally acceptable in the Grantee’s field for similar tasks and projects, as long as these are in conformance with AmeriCorps State requirements as determined by the Commission. 6.2 COMPLIANCE WITH LAWS AND REGULATIONS. The Grantee shall comply with all applicable State and Federal laws, rules, ordinances, regulations and orders, including but not limited to the National and Community Service Act as amended by the Serve America Act, the Corporation’s regulations (45 CFR §§ 2500-2599), and the AmeriCorps Terms and Conditions. All Grantees are subject to the Uniform Guidance under 2 CFR Chapters I and II, except that Fixed-Amount Grants are exempt from the cost principles outlined in 2 CFR Part 200, Subpart E. 6.3 USE OF DEBARRED, SUSPENDED, OR INELIGIBLE CONTRACTORS OR SUBRECIPIENTS. AMERICORPS funds shall not be used directly or indirectly to employ, award contracts to, support with member placements, or otherwise engage the service of, or fund Grant Agreement Number: 22-AC-10 - 9 - any organization, or contractor during any period of debarment, suspension, or placement in ineligible status under 2 CFR Part 180 or any applicable law or regulation. 6.4 MONITORING. To fulfill its fiduciary responsibilities and programmatic obligations, the Commission shall conduct grant agreement oversight activities under this Agreement. The Commission shall conduct monitoring on a routine basis based on the Commission’s risk assessments. The Commission shall conduct grant agreement oversight activities from the Commission offices, on site at the Grantee’s offices, virtually using electronic communications, or a combination of these approaches. The Grantee shall implement and maintain sufficient management practices and systems to assure compliance with all programmatic and fiscal obligations under this Agreement. The Grantee’s responsibilities in this regard extend to oversight of its sites and their financial and program duties as an agent of the Grantee under this Agreement. 6.5 ACCESS TO RECORDS. The Grantee shall permit the Commission, Auditor of the State of Iowa or any authorized representative of the State, and where federal funds are involved, the Comptroller General of the United States or any other representative of the United States Government, to access and examine, audit, and/or copy any directly pertinent books, documents, papers and records of Grantee relating to orders, invoices, or payments or any other documentation or materials pertaining to this Agreement. The Commission shall make every effort to provide prior notice and to access records from Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m. Such rights to access shall continue as long as the records are retained by the Grantee. Records may be accessed in hard copy, electronically, on site, or in other ways as necessary to meet the needs of the Commission. Regardless of the method, all records will be managed by the Commission in accordance with proper records management procedure(s) while they are in the possession of the Commission. Access to records shall be granted within 72 hours of the request unless other arrangements have been agreed to by the Commission. 6.6 RECORDS RETENTION. All records of the Grantee relating to this Agreement shall be retained for a period of three (3) years following the submission date of the Commission’s final Federal Financial Report (FFR) covering the grant. A chart detailing disposition dates of past grants is available on the Volunteer Iowa website and upon written request. In addition to financial records and supporting documentation, this includes statistical records, evaluation and program performance data, member information and personnel records and any other records needed to document compliance with federal requirements and to justify costs and matching share. 6.7 PROGRAMMATIC DOCUMENTATION. Upon request, the Grantee shall deliver to Volunteer Iowa or make available for review the following documentation as applicable based on the grant type: (a) copies of all contracts or agreements relating to the Program, (b) invoices, receipts, statements or vouchers relating to the Program, (c) member or staff records or files and program performance and evaluation data related to this Program, (d) a list of all unpaid bills for labor and materials in connection with the Program, (e) budgets and revisions showing estimated Program costs and funds required at any given time to complete and pay for the Program, (f) current and year-to-date operating statements and (g) any other such grant-related documents as requested, in order to verify compliance with applicable state and federal AmeriCorps requirements. Grant Agreement Number: 22-AC-10 - 10 - 6.8 NOTICE OF PROCEEDINGS. The Grantee shall promptly notify Volunteer Iowa of the initiation of any claims, lawsuits or proceedings brought against the Grantee that, if unfavorably determined, would have a material adverse effect on the Grantee’s ability to perform this Agreement. 6.9 NOTIFICATIONS. In the event the Grantee becomes aware of any material alteration in the Program, initiation of any investigation involving the Program or any similar occurrence, the Program shall promptly notify the Commission. 6.10 REPORTS. The Grantee shall prepare, review, certify and submit the requests and reports as outlined below, or in the Iowa AmeriCorps State Program Manual (Exhibit F), in the form and content specified by Volunteer Iowa. The Grantee shall review all Claims and verify that claimed expenditures are allowable costs. The Grantee shall maintain documentation adequate to support all claimed costs reported for federal reimbursement or Grantee Share. Performance Measure & Program Progress Reporting Form System/Format for Submission Date Due Program Start Forms * Indicates those Start Forms Applicable to New and Recompeting Programs Only Status reports or grant forms in IowaGrants Phase 1: August 1/December 15 • NSCHC Policies, Procedures and Associated Materials • *Pre-Award Financial Form (for new and recompeting programs) • Enrollment Plan, Performance Measures and Enrollment/Retention Goals Phase 2: September 1/February 1 • Financial Survey (due January 1st for programs with a January 1st start date) • Audit Form • Start Forms (Member Service Agreement, Host site agreement, Orientation agenda, Host Site/Site Supervisor Orientation Agenda and Training Plan, Insurance certification) Phase 3: October 1/March 1 • Financial and Program Policies • Data Collection Plan and Process • Tutoring Certification (as applicable) Performance Measure – Corrective Action Plan (may include amendment request) Program Officer Notification in IowaGrants As needed throughout the program year Initial Progress Report Status Report in IowaGrants January 15 (due April 15th for programs with a January 1st start date) Mid-Year Progress Report- includes performance measure reports Status Report in IowaGrants May 15 (Covers grant start through 3/31/21) Grant Agreement Number: 22-AC-10 - 11 - Final Progress Report Status Report in IowaGrants 15 days following the conclusion of the grant period November Progress Report (if applicable) Status Report in IowaGrants November 15 - Programs with a Final Progress Report due after Nov. 15 (i.e., those whose grants end in November or later) would have a November Report due in advance of their Final Report in order to meet AmeriCorps deadlines. Monitoring Report Program Response or Response Plan IowaGrants correspondence By the deadline established by Volunteer Iowa. Change in program staff as noted in Grant Agreement Program Officer Notification in IowaGrants Within 5 days of the person’s first or last day of work or as soon as possible. Grant Agreement Extension Request Program Officer Notification in IowaGrants By April 30 annually Program Evaluation Plan or Report IowaGrants status reports and/or application Progress updates due in Mid-Year Performance Measure Report. Full report/plan deadline varies: With re- competing application for competitive programs. Other Significant Program Changes Program Officer Notification in IowaGrants Within 5 days of awareness of the need to make the change or as soon as possible. Financial Reporting Form System/Format for Submission *Date Due Financial Start Up Forms IowaGrants (completed by Financial Staff) Submitted in accordance with timeline outlined in Start Up Form Checklist Claim IowaGrants Monthly by the 25th of the month following the end of the report period. Claims should total at least $100 at the time of submission. **Programs may request quarterly reporting due 25th of the month following the end of the quarter Program Claim Attachments New Programs and High Financial Monitoring Level Programs Attachments in IowaGrants Attached monthly (to coincide with Claim Form) supporting documentation for all claimed costs. GAX/IET Form Attachment Attachment in IowaGrants Attached monthly (or **quarterly) to coincide with Program Claim Form) by the 25th of the month following the end of the report period. GAX forms can be found on the 22-23 Grant Reference Materials component in IowaGrants. Grant Agreement Number: 22-AC-10 - 12 - ***Federal Financial Reports IowaGrants as status report (Fixed Amount and Education Award Only complete only specific sections) April 25th October 25th FINAL: due within 90 days after the completion date of the grant (if grant end date does not correspond with above reporting deadlines) Estimated Unexpended Funds Report (in FFR) IowaGrants April 25th for all programs, and upon request Mid-Year Budget Amendment (Program Officer Notification) IowaGrants April 30th (or July 31 for programs with January start date), based on estimated unexpended funds Closeout Packet (Status Report) IowaGrants Within 60 days after the termination of the grant Self-Certification of Closeout IowaGrants Within 60 days after the termination of the grant Audit Report and Second Audit Report (Status Report) In IowaGrants as attachment with Management Letter and Audit Reconciliation Report Within 30 days of the release of the audit report or financial review. IowaGrants is set to receive up to two audit reports per year. Site Visit Response IowaGrants Within timeline as established in site visit report from Volunteer Iowa Financial Desk Review Covers one-reporting period as noted in the monitoring schedule based on program monitoring level. IowaGrants as attachment Upon request in conjunction with a monthly financial claim report. Change in financial staff Update in IowaGrants Within 5 days of the person’s last day of work or as soon as possible. Budget Changes (Program Officer Notification) In general, major budget changes should be made in the first six months of the grant. IowaGrants By April 30th OR Within 15 days of awareness of the need to make the change or as soon as possible. Grant Agreement Number: 22-AC-10 - 13 - Problems/Concerns – including suspected fraud, waste or abuse of federal funds via email or phone call to program officer Immediately *If the reporting deadline falls on a weekend or state holiday, the reporting due date remains the same. The program may submit on the due date or prior to the due date. **Prior approval from Volunteer Iowa required for quarterly claim submission. Quarterly reports cover the following periods: Sept-Dec; Jan-Mar; Apr-Jun; Jul-Sept, Oct-Nov (this reporting schedule includes the maximum grant period inclusive of no-cost extensions). ***FFR completion is limited to selected categories to monitor unexpended funds and excess program income for Fixed Amount and Education Award programs. Member Reporting See section 3.1 of the Iowa AmeriCorps State Program Manual (Exhibit F) to reference a full list of member reporting requirements and deadlines, such as for reporting of member early exits, member injuries or requests to convert unfilled member slots. 6.11 REQUIRED TRAININGS & COMMUNICATIONS. The Grantee will send at least one staff member to the following trainings (also noted in Ch. 1 of the Iowa AmeriCorps State Program Manual, Exhibit F): Volunteer Iowa new Program Director training (for new programs/new staff only, in Iowa in advance of the new program year), Volunteer Iowa Program Staff Launch training (in Iowa in the first few months of the program year), a National Service Regional Conference (in the spring/summer in the North Central region). Other trainings may be offered or required throughout the program year, based on Volunteer Iowa or AMERICORPS monitoring and feedback. The Grantee will have at least one staff member participate in monthly Program Director Webinars led by Volunteer Iowa staff and will have the Program Representative and other required program/financial staff (as outlined in the Program Manual) participate in regular program/financial monitoring check-in calls with Volunteer Iowa staff, to be scheduled based on the Grantee’s assigned monitoring levels. The Grantee’s Program Representative will read and share with other Grantee staff, as appropriate, the Weekly Update newsletter distributed via email by Volunteer Iowa and will address any questions to the Program Officer. 6.12 AUDIT. a) Single Audit. Grantees expending $750,000 or more in federal awards in their fiscal year shall ensure that an audit is performed in accordance with the Office of Management and Budget (OMB) Uniform Guidance (2 CFR Chapter I, and Chapter II, Part 200) as applicable. The audit and accompanying management letter (or other accompanying documents) shall be submitted to the Commission within 30 days after the completion or publication of the audit, unless a longer period is agreed to by both parties. b) Other Audit or Financial Review. Grantees expending less than $750,000 in federal awards in a year are exempt from any federal audit requirements for that year but shall comply with audit requirements prescribed by state or local law. Grantees that have an audit or financial review performed that is inclusive of a grant period(s) covered by this agreement must submit a copy of the audit or review to the Commission within 30 days after completion. Grant Agreement Number: 22-AC-10 - 14 - c) Auditor of State. The Commission may engage the Auditor of State in conducting a review or audit at any time. If such an engagement occurs, the Grantee must cooperate with the process and provide records and files to enable the Auditor of State to conduct a thorough review. 6.13 MAINTENANCE OF PROGRAM INSURANCE AND INDEMNIFICATION. In addition to the member insurance requirements for the AmeriCorps program as noted in Exhibits A-F, the following requirements will apply depending on the grantee organization. a) State agencies: If the Grantee is an Agency of the State of Iowa and is self-insured for liability, in general, the Grantee does not purchase commercial liability insurance since certain statutory protections are provided under Chapter 669 of the Code of Iowa. Chapter 669 authorizes claims against the State of Iowa on account of wrongful death, personal injury or property damage incurred by reason of the negligence of the Agency or its employees. The Grantee participates with the other State Departments or Regents Institutions in a self-insurance pool for purposes of vehicular liability on owned and rented vehicles. Claims up to $250,000 are paid from the self-insurance pool. Claims exceeding $250,000 are processed through the Tort Claims process, in accordance with Chapter 669 of the Code of Iowa. Indemnification for state agencies: As an agency of the State of Iowa, the Grantee is prohibited by law from indemnifying any person or entity, however, the Grantee agrees to be responsible for its own negligent acts and omissions and those of its employees as provided by the Iowa Tort Claims Act, Iowa Code, Chapter 669. b) Private nonprofits, private institutions of higher education, city governments, school districts, and other grantee types: If the Grantee is not an Agency of the State of Iowa, the Grantee shall maintain, with financially sound and reputable insurers, insurance to cover the project and protect its properties and assets against losses or damages of the kind customarily insured against by corporations of established favorable reputation engaged in the same or similarly situated. The requirement of insurance under this provision may be met by establishing, to the satisfaction of Commission, either of the following: (i) that a policy covering the project is in effect with any insurance company of recognized responsibility; or (ii) that Grantee maintains an actuarially sound program of self-insurance sufficient to cover the project. Grantee shall submit copies of all applicable agreements, certificates, policies or other documentation requested by the Commission attesting to insurance coverage and any renewals thereof. Indemnification for non-state agencies: The Grantee shall indemnify and hold harmless the Commission, its officers and employees from and against any and all losses in connection with the Project arising out of the negligence of Grantee or the breach of this Agreement by Grantee. 6.14 CERTIFICATIONS. The Grantee certifies and assures that the Program will be conducted and administered in compliance with all applicable Federal and State laws, regulations and orders. Certain statutes are expressly made applicable to activities assisted under the Act by the Act itself, while other laws not referred to in the Act may be applicable to such activities by their own terms. The Recipient certifies and assures compliance with the applicable orders, laws and implementing regulations, including but not limited to, the following: Grant Agreement Number: 22-AC-10 - 15 - a) Financial Management guidelines issued by the U.S. Office of Management and Budget, Uniform Guidance (2 CFR 200). Fixed amount grants are exempt from the cost principles outlined in 2 CFR Part 200, Subpart E. b) Certifications and Assurances agreed upon at the time of application as detailed in the AmeriCorps Application Instructions, (Exhibit E). ARTICLE 7 - DOCUMENTS INCORPORATED BY REFERENCE; PRIORITY 7.1 DOCUMENTS INCORPORATED BY REFERENCE. The following documents are hereby incorporated by reference: a) Attachments i. Attachment A, "GRANT APPLICATION”, dated 2/3/2022 on the SF424, form (attached) ii. Attachment B, "BUDGET” (attached) iii. Attachment C, “IOWA AMERICORPS DISASTER RESPONSE TEAM DISASTER DEPLOYMENT AGREEMENT.” (attached if applicable) iv. Attachment D, “ADDITIONAL FEES & REPORTING REQUIREMENTS FOR GRANTEES NOT USING THE VOLUNTEER IOWA MEMBER MANAGEMENT SYSTEM.” (attached if applicable) b) Exhibits i. Exhibit A, “ACT”, The National and Community Service Act of 1990 as amended by the Serve America Act, https://americorps.gov/sites/default/files/document/%40%20National%20and%20Co mmunity%20Service%20Act%20of%201990%20%28as%20amended%20through%2 0PL%20111-13%29.pdf ii. Exhibit B, “FEDERAL REGULATIONS”, 45 CFR §§ 1200-1299 and 2500-2599, https://www.ecfr.gov/cgi-bin/text- idx?SID=0a0651909748e317690886cbf689868a&mc=true&tpl=/ecfrbrowse/Title45/ 45cfrv5_02.tpl#0 iii. Exhibit C, "AMERICORPS TERMS AND CONDITIONS”, AmeriCorps Terms and Conditions, including both the General Terms and Conditions and the Program Specific Terms and Conditions for AmeriCorps State and National a. “FY2022 General Grant and Cooperative Agreement Terms and Conditions” https://www.americorps.gov/sites/default/files/document/FY2022-General- Terms-Conditions-508-20211119.pdf b. “2022 Terms and Conditions for AmeriCorps State and National Grants” https://www.americorps.gov/sites/default/files/document/FY2022_ASN_Progr am-SpecificTermsandConditions__Revised_June2022%20%28002%29_2.pdf iv. Exhibit D, “REQUEST FOR GRANT APPLICATIONS”, including both the Volunteer Iowa Request for Grant Applications (RFA) and the Corporation for National & Community Service Mandatory Supplemental Information for 2022 AmeriCorps State and National Grants posted at https://www.volunteeriowa.org/americorps-state. Grant Agreement Number: 22-AC-10 - 16 - v. Exhibit E, “APPLICATION INSTRUCTIONS”, including the Volunteer Iowa Pre- Application Instructions and Volunteer Iowa Final Application Instructions posted at https://www.volunteeriowa.org/americorps-state. vi. Exhibit F, “IOWA AMERICORPS STATE PROGRAM MANUAL”, 2022-2023 AmeriCorps Program Manual, which is posted to the Volunteer Iowa Current AmeriCorps Grantee Resources page at https://www.volunteeriowa.org/americorps/current-americorps-grantee-resources. 7.2 ORDER OF PRIORITY. In the event of a conflict between documents of this agreement, the following order of priority shall govern: a) Articles I through X herein b) Exhibit A, “ACT” c) Exhibit B, “FEDERAL REGULATIONS” d) Exhibit C, “AMERICORPS TERMS & CONDITIONS” e) Exhibit D, “REQUEST FOR GRANT APPLICATIONS” f) Exhibit E, “APPLICATION INSTRUCTIONS” g) Attachment A, “GRANT APPLICATION” including all assurances, certifications, attachments, and pre-award negotiations h) Attachment B, “BUDGET” i) Exhibit F, “IOWA AMERICORPS STATE PROGRAM MANUAL” j) Attachment C “IOWA AMERICORPS DISASTER RESPONSE TEAM DISASTER DEPLOYMENT AGREEMENT” k) Attachment D “ADDITIONAL FEES & REPORTING REQUIREMENTS FOR GRANTEES NOT USING THE VOLUNTEER IOWA MEMBER MANAGEMENT SYSTEM” ARTICLE 8 - DEFAULT AND REMEDIES 8.1 EVENTS OF DEFAULT. The following shall constitute Events of Default under this Grant Agreement: a) Material Misrepresentation. If at any time any representation, warranty or statement made or furnished to the Commission by, or on behalf of, the Grantee in connection with this Grant Agreement or to induce the Commission to make a grant to the Grantee shall be determined by the Commission to be incorrect, false, misleading or erroneous in any material respect when made or furnished and shall not have been remedied to the Commission's satisfaction within thirty (30) days after written notice by the Commission is given to the Grantee. b) Lack of Progress/Failure to Meet Program Requirements. If there is a failure of the Grantee to make substantial and timely progress toward performance of the Program or when the Grantee has failed to comply with the Agreement, award conditions or standards. Full program requirements are outlined in the Agreement and supporting materials. Some key areas of program requirements are full member enrollment, meeting Performance Measure targets, responsiveness to Volunteer Iowa communication on compliance issues, timely correction of compliance issues, submitting timely and accurate program and financial reports. Grant Agreement Number: 22-AC-10 - 17 - c) Noncompliance. If there is a failure by the Grantee to comply with any of the covenants, terms or conditions contained in this Agreement. d) Program Incompletion. If the Program, in the sole judgment of the Commission, is not completed on or before the Grant Agreement Period Completion Date. e) Misspending. If the Grantee expends Grant proceeds for purposes not described in the AmeriCorps application, this Agreement, or as authorized by the Commission. f) Insolvency or Bankruptcy. If the Grantee becomes insolvent or bankrupt, or admits in writing its inability to pay its debts as they mature, or makes an assignment for the benefit of creditors, or the Grantee applies for or consents to the appointment of a trustee or receiver for the Grantee or for the major part of its property; or if a trustee or receiver is appointed for the Grantee or for all or a substantial part of the assets of the Grantee and the order of such appointment is not discharged, vacated or stayed within sixty (60) days after such appointment; or if bankruptcy, reorganization, arrangement, insolvency, or liquidation proceedings or other proceedings for relief under any bankruptcy or similar law or laws for the relief of debtors, are instituted by or against the Grantee and, if instituted against the Grantee is consented to, or, if contested by the Grantee is not dismissed by the adverse parties or by an order, decree or judgment within sixty (60) days after such institution. g) Lack of or Insufficient Insurance. If loss, theft, damage or destruction of any substantial portion of the property of the Grantee occurs for which there is either no insurance coverage or for which, in the opinion of the Commission, there is insufficient insurance coverage. 8.2 CORRECTIVE ACTION. Prior to issuing a formal notice of default for any of the events identified under Article 8.1, Volunteer Iowa may, on reasonable notice to the Grantee, take action to compel the Grantee to complete corrective action as required by Volunteer Iowa. The Commission shall have the final authority to assess whether the Grantee is making adequate progress on the performance measures and other program goals and requirements. The Commission may require underperforming Grantees to submit Corrective Action Plans designed to increase the Program’s performance. The Commission reserves the right to monitor and measure the achievement of program performance at any time during or after the Grant Agreement Period. Corrective action may involve the following: a) Suspend Payments. Volunteer Iowa may suspend the Agreement and withhold future payments under the Agreement until the program is brought into compliance or develops a corrective action plan and timeline that is approved by the Commission to bring the program into compliance. Volunteer Iowa may allow such necessary and proper costs which the Grantee could not reasonably avoid during the period of suspension provided that Volunteer Iowa concludes that such costs meet the requirements of the federal regulations. b) Partial Repayment. Volunteer Iowa may require partial repayment of Grant proceeds which allows partial credit for the performance targets or programmatic goals which have been met. c) Other Remedies. The Commission may require other remedies following the parties’ unsuccessful good faith attempt to resolve any event of default giving rise to the Commission seeking to exercise the enforcement of this clause. Grant Agreement Number: 22-AC-10 - 18 - 8.3 NOTICE OF DEFAULT. Volunteer Iowa shall issue a written notice of default providing therein a fifteen (15) day period in which the Grantee shall have an opportunity to cure, provided that cure is possible and feasible. 8.4 REMEDIES UPON DEFAULT. If, after opportunity to cure, the default remains, Volunteer Iowa may do one or more of the following: a) Exercise any remedy provided by law, b) Terminate the Grant Agreement and establish revised reporting deadlines for the purposes of closing out the grant, c) Require immediate repayment of the full amount of funds disbursed to the Grantee under the Grant Agreement, plus interest. d) Other Remedies. The Commission may require other remedies following the parties’ unsuccessful good faith attempt to resolve any default giving rise to the Commission seeking to exercise the enforcement of this clause. ARTICLE 9 - DISBURSEMENT PROCEDURES 9.1 REQUEST FOR DISBURSEMENT. All disbursements of proceeds shall be subject to receipt by the Commission of claims for disbursement submitted by the Grantee. Claims for disbursement (“claims”) shall be in form and content acceptable to the Commission. Each requisition shall be submitted to the Commission according to the schedule shown in Article 6.10. a) Program Income. All program income as defined in 2 CFR 200.307 shall be added to the Budget and used to meet the grantee share in furthering eligible Program activities as defined in the Agreement and the approved Grant Application. Program income not used to further Program activities will be deducted from the federal share for the purpose of determining the amount of reimbursable costs under the Agreement. In cases of dispute, final decisions regarding the definition or disposition shall be made by Volunteer Iowa. Proceeds generated from the AmeriCorps program are considered Program Income. Programs are required to report all income generated in excess of that which is used to meet the grantee share of the expenditures on the FFR to the Commission according to the schedule shown in Article 6.10. All program income shall be expended prior to requesting federal AMERICORPS funds. Program income received after the Grant Agreement Period shall be returned to the Commission. b) Late claims. Volunteer Iowa may deny payment of claims submitted later than 60 days past the grant end date 9.2 REQUEST FOR PAYMENT MODIFICATIONS. a) Quarterly payments. With prior approval, the Grantee may qualify for quarterly claim submission, provided the Grantee meets the financial management standards specified in 2 CFR Chapters I and II, as applicable, and provided Grantee submits any additional information that may be required by Volunteer Iowa. The Commission may revoke the approval for quarterly payment at any time, if the Grantee fails to meet financial management requirements or demonstrates significant deficiencies. b) Advance payments for cost reimbursement grantees. With prior approval, cost reimbursement grantees may receive advance payments of grant funds, provided the Grant Agreement Number: 22-AC-10 - 19 - Grantee meets the financial management standards specified in 2 CFR Chapters I and II, as applicable, and provided Grantee submits any additional information that may be required by Volunteer Iowa. i. Immediate cash flow needs. The amount of advance payments requested by the Grantee must be based on actual and immediate cash needs in order to minimize federal cash on hand in accordance with policies established by the U.S. Commission of the Treasury in 31 CFR Part 205. ii. Discontinuing advance payments. Volunteer Iowa may, after providing due notice to the Grantee, discontinue the advance payment method and either allow payments in advance based upon individual request and approval, or by reimbursement only, in cases where the grantee receiving advance payments demonstrates unwillingness or inability to establish procedures to ensure accurate reporting, minimize the time elapsing between the receipt of the cash advance and its disbursement, displays other practices that indicate a potential financial management problem or in cases where federal funds are not forthcoming or insufficient due to non-appropriation, termination of the Program, or reduction in funding level. iii. Interest earned. In most circumstances, the Grantee must deposit advance funds received from the Volunteer Iowa in a federally insured, interest-bearing account. For exceptions to this requirement, refer to 2 CFR Chapters I and II. To the extent that interest is earned on advances of AMERICORPS funds, this interest shall be returned to Volunteer Iowa. 9.3 MATCHING REQUIREMENTS FOR COST REIMBURSEMENT GRANTEES. The following requirements apply only to cost reimbursement grantees. a) The Grantee agrees to provide local matching contribution to the Program as defined in the “Grantee Share” column of the budget shown in Attachment B, “Budget”. The Grantee is expected to meet the budgeted match percent of the Grantee share for each reporting period, unless otherwise agreed upon by the Commission. b) The Grantee shall comply with OMB Cost Principles 2 CFR Part 200, Subpart E requirements related to allowable kinds and sources of match and match documentation requirements. Grantees utilizing match funds from other Federal sources must have consent from the other Federal source allowing the use of the funds as match under this Grant. Grantees shall report the amount and sources of federal funds, other than those provided by AMERICORPS, used to carry out its Program. This includes other federal funds expended by Program Subrecipients and operating sites. This information shall be reported on the Federal Financial Report (FFR). c) If a Program fails to meet the matching requirements, the Commission will notify the Grantee in writing of the situation and request that the costs be brought into alignment with the budgeted federal and match percentages within one reporting period. If there is an on- going issue related to match, the Commission may notify the Financial Representative, Program Representative and/or the Authorized Representative of the Grantee agency. The Commission may suspend payment of reimbursement request(s) until the situation is corrected. ARTICLE 10 - GENERAL TERMS AND PROVISIONS Grant Agreement Number: 22-AC-10 - 20 - 10.1 BINDING EFFECT. This Grant Agreement shall be binding upon the Grantee and the Commission, and their respective successors, legal representatives and assigns. The obligations, covenants, warranties, acknowledgments, waivers, agreements, terms, provisions and conditions of this Grant Agreement shall be jointly and severally enforceable against the parties to this Grant Agreement. 10.2 SUSPENSION. Volunteer Iowa may suspend a grant for not more than thirty (30) calendar days. Examples of situations necessitating a suspension may include, but are not limited to: a) Serious risk to persons or property. b) Violations of Federal, state or local criminal statutes. c) Material violation(s) of the grant agreement. Violations that are sufficiently serious that they outweigh the general policy in favor of advance notice and opportunity to show cause. d) Corrective action. As part of a corrective action plan undertaken according to Article 8.2. 10.3 TERMINATION. Termination means the ending of the Grant Agreement, at any time prior to the planned end of the Grant Agreement Period. a) Circumstances for Termination. This agreement may be terminated in the following circumstances. (The Administrative Rules of Volunteer Iowa in regards to the appeals process apply in all situations.) i. For Convenience. With thirty (30) days notice, Volunteer Iowa or the Grantee may terminate the Agreement in whole, or in part, when all parties agree that the continuation of the Program would not produce beneficial results commensurate with the future disbursement of funds. ii. For Cause. As a result of Grantee's default under this Agreement, as stated in Article 8. The agreement may also be terminated if it no longer effectuates the program goals or AMERICORPS priorities. iii. Due to Non-appropriation or Reduction of AMERICORPS Funding. If funds anticipated for the continuing fulfillment of this Agreement are at any time not forthcoming or insufficient due to non-appropriation, termination of the Program, or reduction in funding level, then Volunteer Iowa shall have the right to terminate this Agreement without penalty by giving the Grantee not less than thirty (30) days written notice. In the event of termination of this agreement under this Article, the exclusive, sole and complete remedy of the Grantee shall be payment for program activities performed prior to termination. b) Procedures Upon Termination. i. Termination Notice. Volunteer Iowa shall provide written notice to the Grantee of the decision to terminate, the reason(s) for the termination, the effective date of the termination, and final reporting obligations and deadlines. If there is partial termination due to a reduction in funding, the notice will set forth the change in funding and the changes in the approved budget. The Grantee shall not incur new obligations after the effective date of the termination and shall cancel as many outstanding obligations as possible. ii. Rights in Products. All finished and unfinished documents, data, reports and other material prepared by the Grantee under the Agreement, except for any intellectual property, shall, at Volunteer Iowa discretion, become the property of the Commission. Grant Agreement Number: 22-AC-10 - 21 - iii. Return of Funds. Volunteer Iowa’s share of noncancelable obligations which Volunteer Iowa determines were properly incurred prior to notice of cancellation will be allowable under the Grant Agreement. The Grantee shall return to the Commission any costs previously paid by the Commission which are subsequently determined to be unallowable through audit, monitoring or closeout procedures within thirty (30) days of the disallowance. In case of termination, all unencumbered Grant proceeds shall be returned to Volunteer Iowa within thirty (30) days of the of receipt of Notice of Termination. 10.4 SURVIVAL OF AGREEMENT. If any portion of this Grant Agreement is held to be invalid or unenforceable, the remainder shall be valid and enforceable. The provisions of this Grant Agreement shall survive the execution of all instruments herein mentioned and shall continue in full force and effect until the Grant Agreement is terminated or the proceeds are paid in full. 10.5 GOVERNING LAW. This Grant Agreement shall be interpreted in accordance with the law of the State of Iowa, and any action relating to the Grant Agreement shall only be commenced in the Iowa District Court for Polk County or the United States District Court for the Southern District of Iowa. 10.6 AMENDMENT. a) Joint Modification. The Agreement may only be amended through written prior approval of the Commission. The Commission or the Grantee may, during the duration of this Agreement, deem it necessary to modify provisions of this Agreement, which make a substantial change in the scope of services, extend the period of operation, modify the performance measures or make other changes to programmatic elements of the Agreement. The provisions of the amendment shall be in effect as of the date the modification is signed by authorized representatives of both the Commission and the Grantee, unless otherwise specified within the amendment. b) Unilateral Modification. Notwithstanding paragraph (a) above, Volunteer Iowa may unilaterally modify this Agreement at will in order to accommodate any change in the Act or any change in the interpretation of the Act or any applicable federal, state or local laws, regulations, rules or policies. A copy of such unilateral modification will be given to the Grantee as an amendment to this Agreement. Volunteer Iowa will give the Grantee reasonable prior notice of any proposed unilateral modification of this agreement. c) Volunteer Iowa Review. Volunteer Iowa will consider whether an amendment request is so substantial as to require AMERICORPS written approval or as to necessitate reevaluating the Commission’s funding decision on the Program. An amendment will be denied if it substantially alters the circumstances under which the Program funding was originally approved or if it does not meet federal or state requirements. 10.7 NOTICES. Whenever this Grant Agreement requires or permits any notice or written request by one party to another, it shall be in writing, and delivered at Volunteer Iowa’s discretion via electronic means (such as email with a read receipt requested), to the Authorized Representative, Financial Representative, or Program Representative as noted on this Grant Agreement (or to another Authorized Representative who may have been designated by written notice) or enclosed in an envelope, addressed to the party to be notified at the address heretofore stated (or at such Grant Agreement Number: 22-AC-10 - 22 - other address as may have been designated by written notice), properly stamped, sealed and deposited in the United States Mail, as Certified Mail, return receipt requested. Any such notice given hereunder shall be deemed delivered upon the earlier of actual receipt or two (2) business days after posting. The Commission may rely on the address of the Grantee and Authorized Representative set forth heretofore, as modified from time to time, as being the address and Authorized Representative of the Grantee. 10.8 WAIVERS. No waiver by the Commission of any default hereunder shall operate as a waiver of any other default or of the same default on any future occasion. No delay on the part of the Commission in exercising any right or remedy hereunder shall operate as a waiver thereof. No single or partial exercise of any right or remedy by the Commission shall preclude future exercise thereof or the exercise of any other right or remedy. 10.9 LIMITATION. The Commission shall not, under any circumstances, be obligated financially under this Grant Agreement except to disburse funds according to the terms of the Agreement. It is expressly understood and agreed that the maximum amounts to be paid to the Grantee by the Commission for any item of work or service shall conform to the Budget as presented in Attachment B. It is further understood and agreed that all payments to the Grantee by the commission for all work and services required under this Agreement shall not exceed the Total Maximum Grant Amount unless modified by written amendment of this Agreement as provided for in Article 10.6. 10.10 ENFORCEMENT EXPENSES. a) State agencies: If the Grantee is an Agency of the State of Iowa, if any dispute arises between the parties in connection with this Agreement and it cannot be resolved by mutual agreement of the parties, the remaining dispute shall be submitted to a board of arbitration in accordance with the procedure set forth in Iowa Code §679A.19. b) Private nonprofits, private institutions of higher education, city governments, school districts, and other grantee types: If the Grantee is not an Agency of the State of Iowa, the Grantee shall pay upon demand any and all reasonable fees and expenses of the Commission, including the fees and expenses of their attorneys, experts and agents, in connection with the exercise or enforcement of any of the rights of the Commission under this Grant Agreement, following the parties’ unsuccessful good faith attempt to resolve any default giving rise to the Commission seeking to exercise the enforcement of its rights. 10.11 HEADINGS. The headings in this Grant Agreement are intended solely for convenience of reference and shall be given no effect in the construction and interpretation of this Grant Agreement. 10.12 PROGRAM NONDISCRIMINATION. Grantee shall comply with the provisions of federal, state and local laws and regulations to ensure that no employee, member or applicant for employment is discriminated against because of race, creed, religion, color, age, sex, gender identity, sexual orientation, national origin, disability, or other protected class. Grantee shall provide state or federal agencies with appropriate reports as required, ensuring compliance with equal employment laws and regulations. Grantee shall ensure that all authorized subcontractors Grant Agreement Number: 22-AC-10 - 23 - comply with provisions of this clause. A breach of this Article shall be considered a material breach of this Agreement. 10.13 NON-ASSIGNMENT. This Agreement may not be assigned without prior Commission written consent. The Grantee may not discontinue administration of activities under this Agreement without the prior written disclosure to and prior written consent of the Commission. 10.14 INTEGRATION. This Grant Agreement contains the entire understanding between the Grantee and the Commission and any representations that may have been made before or after the signing of this Grant Agreement, which are not contained herein, are nonbinding, void and of no effect. Neither of the parties has relied on any such prior representation in entering into this Grant Agreement. 10.15 COUNTERPARTS. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute but one and the same instrument. [Remainder of Page Intentionally Left Blank — Signature Page Follows] Grant Agreement Number: 22-AC-10 - 24 - GRANT AGREEMENT SIGNATURE PAGE IN WITNESS WHEREOF, the parties have executed this Grant Agreement by their proper and duly authorized representatives as of the Effective Date first stated. For City of Dubuque Michael Van Milligen City Manager For Iowa Commission on Volunteer Service Adam Lounsbury Executive Director For the purposes of this Agreement, please add the following designees: Program Representative Name and Title: _______________________________________________________________________ Financial Officer Name and Title: ________________________________________________________________________ Please indicate below your participation in the Iowa AmeriCorps Disaster Response Team (details in Attachment C): ☐ Yes, the program will participate in the Iowa AmeriCorps Disaster Response Team* ☐ No, the program will not participate in the Iowa AmeriCorps Disaster Response Team *If yes, designate a contact person for the Disaster Response Team. Iowa AmeriCorps Disaster Response Team Program Contact Name and Title: _____________________________________________________________________________ Please indicate below your use of the Volunteer Iowa Member Management System (details in Attachment D): ☐ Yes, the program will use the Volunteer Iowa Member Management System ☐ No, the program will use another member management and timekeeping system * *If no, the program must complete Attachment D Heather Satterly, AmeriCorps Director Jennifer Larson, Finance and Budget Director Sarah Berna, AmeriCorps Coordinator 08/02/2022 Kristin Honz (Aug 2, 2022 14:58 CDT) 08/02/2022 Attachment A Grant Application Page 1 STATE APPLICATION IDENTIFIER: 18ACHIA0010012 FEDERAL IDENTIFIER: 22AC241055 2b. APPLICATION ID: 16-DEC-21 3. DATE RECEIVED BY STATE: 4. DATE RECEIVED BY FEDERAL AGENCY: DUBUQUE, THE CITY OF (INC)LEGAL NAME: 50 W 13th St Heather M. SatterlyNAME: (563) 690-6171 TELEPHONE NUMBER: FAX NUMBER: hsatterl@cityofdubuque.orgINTERNET E-MAIL ADDRESS: 426004596 6. EMPLOYER IDENTIFICATION NUMBER (EIN):7. TYPE OF APPLICANT: 8. TYPE OF APPLICATION (Check appropriate box). If Amendment, enter appropriate letter(s) in box(es): 94.00610a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: AmeriCorps State10b. TITLE:City of Dubuque AmeriCorps Program: Partners in Learning 11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: Dubuque, IA 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): 08/01/22START DATE:07/31/23END DATE:IA 01 $ 282,006.00a. FEDERAL $ 285,627.00b. APPLICANT $ 0.00c. STATE $ 0.00d. LOCAL $ 0.00e. OTHER $ 567,633.00g. TOTAL Heather M. Satterly a. TYPED NAME OF AUTHORIZED REPRESENTATIVE:b. TITLE: (563) 690-6171 c. TELEPHONE NUMBER: 02/03/22 e. DATE SIGNED: Local Government, Municipal 2a. DATE SUBMITTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS): 1. TYPE OF SUBMISSION: Non-Construction 5. APPLICATION INFORMATION NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes): ADDRESS (give street address, city, state, zip code and county): A. AUGMENTATION B. BUDGET REVISION C. NO COST EXTENSION D. OTHER (specify below): 9. NAME OF FEDERAL AGENCY: Corporation for National and Community Service 13. PROPOSED PROJECT:14. CONGRESSIONAL DISTRICT OF: 15. ESTIMATED FUNDING:16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? YES. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON: DATE: 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? YES if "Yes," attach an explanation.NOX 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. APPLICATION FOR FEDERAL ASSISTANCE Dubuque IA 52001 - 4805 NEW CONTINUATION AMENDMENTX 7b. 7a.Local Government - Municipal f. PROGRAM INCOME $ 0.00 PART I - FACE SHEET DUNS NUMBER:093105302 Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System)Application NEW/PREVIOUS GRANTEE 11.b. CNCS PROGRAM INITIATIVE (IF ANY): X NO. PROGRAM IS NOT COVERED BY E.O. 12372 d. SIGNATURE OF AUTHORIZED REPRESENTATIVE: Year #: X 3 a.Applicant b.Program IA 01 County: Dubuque UEI NUMBER:TLJMHPVMMUD3 Page 2 For Official Use Only Narratives Executive Summary Rationale and Approach/Program Design The AmeriCorps Partners in Learning (APIL) program proposes to have 43 AmeriCorps members who will tutor K-3rd grade struggling readers one on one or in small groups in the Dubuque Community School District's elementary schools and summer programs. At the end of the first program year, the AmeriCorps members will be responsible for increasing the reading scores of 250 students with literacy needs. In addition, the AmeriCorps members will leverage an additional 100 volunteers who will be engaged in Dubuque community days of service. The program will focus on the CNCS focus area of Education. The CNCS investment of $282,006 will be matched with $285,627, $256,737 in public funding and $28,890 in private funding. This grant includes augmentation with American Rescue Plan funding for the purpose of cash match replacement. THEORY OF CHANGE AND LOGIC MODEL Dubuque Community School District's (DCSD) students are not reading at grade level by 3rd grade. Data from DCSD's FAST (Formative Reading Assessment System for Teachers) and Certified Annual Enrollment provide us with current literacy rates. In Fall 2019, 36% of all DCSD 3rd grade students were not reading at grade level. When poverty is taken into consideration, the data is more severe. In Fall 2019, 47% of DCSD's 3rd grade students that were eligible for Free and Reduced Lunch did not read at grade level, compared to the 27% of Non-Free and Reduced Lunch students who did not read at grade level. When looking at all grade levels leading up to grade 3, the data is similar. In Fall 2019, 56% of DCSD 2nd grade students, 53% of 1st grade students and 59% of Kindergarten students, were not reading at grade level. In the Fall of 2019, 39% of DCSD K-3rd grade students, or approximately 2,999 students, were not reading at grade level. 5 of 13 Dubuque elementary schools (Audubon, Fulton, Lincoln, Marshall, Prescott) are Title 1 which means they are designated as schools with high percentages of children from low-income families. In the remaining 8 elementary schools, there exists an increasing percentage of students in poverty: Bryant (39%); Carver (47%); Eisenhower (40%); Hoover (66%); Irving (42%); Kennedy (53%); Sageville (63%); Table Mound (38%). Our program realizes and understands that children from many backgrounds, impoverished or not, struggle with reading. However, living in poverty can create a reality for students that contributes to Page 3 For Official Use Only Narratives the struggle of reading at grade level. First, children in poverty are more likely to be unprepared for kindergarten. A series of longitudinal studies by Hart and Risley (1995-2003) demonstrated low income children heard 30 million fewer words total by age three than did more affluent children. These early gaps result in persistent academic challenges in beginning elementary school years. Second, students in poverty often experience learning loss during the summer. According to the Campaign for Grade Level Reading, research has proven the summer slide exists. Simply, students lose ground academically when not engaged academically during the summer. The problem is particularly acute among low-income students who lose an average of more than two months in the summer. In Dubuque, the rate of impoverished households is rising. Research conducted by MIT in 2018 showed that there is a strong positive correlation between the poverty rate and affordable quality childcare. Because of this issue, our low-income families in our community struggle significantly with students accessing early childhood education and quality educational summer programming. The long term academic ramifications for students who do not read at grade level by 3rd grade are great. According to the Campaign for Grade Level Reading, reading by 3rd grade is a critical milestone in a child's academic success. Before 3rd grade, students learn how to read. After 3rd grade, students transition from learning how to read, to reading to learn. According to a study by researchers, students who couldn't read at grade level by 3rd grade continued to fall further behind their peers after 3rd grade (McNamara, J.K., Scissons, M, and Gutknecth, N; 2011). In addition, a 2012 study by the Annie E. Casey Foundation states children who do not read proficiently by the end of third grade are four times less likely to graduate from high school on time than proficient readers. These ramifications are serious for both the individual student and the community. Our integrated, comprehensive, two pronged approach will ensure students with literacy needs read at grade level by the end of 3rd grade. The first approach consists of a school year program where members provide 1-1 or small group literacy interventions to struggling readers. The second approach consists of a summer program where members provide 1-1 or small group literacy support and enrichment activities. According to the Campaign for Grade Level Reading, communities must use a collaborative approach to ensure students read at grade level by 3rd grade. Our program works with both the school district and community partners to target literacy efforts in Dubuque's elementary schools and summer programs. This year-round approach ensures students continue to build on their grade level reading efforts from the school year through the summer months. During the school year, the program will place 22 (11 RHT and 11 MT) members as trained Academic Reading Tutors in 13 DSCD elementary schools. Members will tutor K-3rd grade, Tier 2 students Page 4 For Official Use Only Narratives identified through the Multi-Tiered System of Support (MTSS). MTSS is an evidence-based model to integrate academic interventions. Tier 2 students are students who are not proficient in reading or who are at risk of becoming not proficient in reading and require interventions. Tier 2 students do not often receive needed interventions from classroom teachers or staff because their time must be spent with Tier 3 students who need intense, individual interventions from a certified teacher. Therefore, AmeriCorps members are critical to Tier 2 students' literacy success because these interventions would not otherwise occur. Tutoring sessions will occur 1-1 or in small groups. Each session will occur at least three times per week for 15-30 minutes for a minimum of 10 weeks or 30 sessions and until the student has been reassessed and results show the child performing at grade level. Additionally, members will be providing limited targeted support to 4th (20 15-30 minute sessions) and 5th (10 15-30 minute sessions) grade students who have received at least 2 years of previous interventions from our program during K-3rd grades, who are not proficient or at risk of losing proficiency. 1 FT member with Carnegie Stout Public Library will focus on phonemic awareness skill building with the DCSD preschool programs. 3 QT members with St Mark Youth Enrichment will support literacy homework help and social-emotional learning during the after-school programs at 3 Title 1 DCSD schools. AmeriCorps members will use two specific interventions, LEAD 21 and Lexia, both of which are critical to the success of the tutoring session. These interventions are curriculum used by the classroom teacher and align with Iowa's Common Core standards. LEAD 21 is designed to foster essential literacy skills and strategies, such as phonemic awareness, phonics, fluency and comprehension. LEAD 21 provides systematic and explicit instruction as well as built-in differentiated interventions specifically for Tier 2 students. Lexia provides all students a personalized, systematic, structured approach in the following reading areas: phonological awareness, phonics, fluency, and comprehension. It also provides differentiated interventions for Tier 2 students. Lexia's research proven program targets skill gaps as they emerge and provides student-specific interventions through Lexia Lessons. Lexia Lessons are scripted materials which allow each member to provide explicit, multi-sensory interventions in a specific skill area. LEAD 21 and Lexia intervention materials are already created for our members, which means all members are provided with a specific script to follow. School-based AmeriCorps members will target 800 DCSD students with literacy needs who start our tutoring program. The program defines start as a student who has at least 10 tutoring sessions with an AmeriCorps member. Of the 800 students that our members start with, 500 (ED 1A) will complete Page 5 For Official Use Only Narratives the tutoring program. The program defines completion as a student who has 30 tutoring sessions which equates to 10 weeks of the program with at least three sessions per week. Of those 500 students, 400 (ED 5A) will show steady progress toward grade level reading proficiency based upon fall and spring Formative Assessment System for Teachers (FAST) literacy assessment scores. The program defines steady progress as improving by 1 or more FAST determined risk levels from the student's fall to spring FAST assessment. Students who make steady progress from fall to spring are more likely to read at grade level by 3rd grade. During the summer, the program will combat summer learning loss by placing 26 Minimum Time (MT) members in summer programs. AmeriCorps members will provide K-3rd grade students small group or 1-1 literacy supports and enrichment programming. Each site will also provide additional literacy and enrichment interventions. Ten MT members will serve at DCSD's Summer Academy for the 6 week program. Six MT members will serve at Leisure Service Playground Explorations for the ten week program. One MT member will serve at Carnegie-Stout Public Library for the 6 week program. Six MT members will serve at St. Mark Youth Enrichment for the 6 week program. The school year tutoring program, coupled with the summer literacy support and enrichment programs, will ensure students read at grade level by 3rd grade. EVIDENCE BASE APIL's program design is evidence informed and meets the preliminary tier level. Using an outside evaluator, Dr. Rachel Daack PhD, of Clarke University, APIL conducted an outcome evaluation of the school-based portion of our literacy services which yielded positive results indicating the sustainability of student gains in reading over time. The results of the process evaluation to determine stakeholder perceptions of program delivery and student impacts were also positive, as are the student gains seem based on our annual performance measure data. The external outcome evaluation was conducted using a longitudinal cohort design during the 2018- 2019 program year for the 2017-2020 grant cycle. APIL has seen steady, positive student growth towards proficiency in annual performance measure results. In 2014-2015, our first year, the program saw a 67% improvement towards K-3rd grade reading proficiency, and in 2015-2016, the program saw an 89% increase towards K-3rd grade reading proficiency. The steady improvement in our program data led us to the two main questions for our external outcome evaluation, which were: 1) whether students at grade level by the end of third grade maintained growth to grade level through fifth grade? and 2) whether students in the high and low-risk categories at the end of third grade grew by fifth grade? Page 6 For Official Use Only Narratives Complete data sets of FAST reading proficiency scores were available from DCSD for 276 of the 321 individual students served by APIL during the school year program. The data sets were of students who were in 2nd grade in 2014-2015 or 3rd grade in 2015-2016 through the end of 5th grade and were included in the study. The evaluation results indicated that 52% of the 111 students served that completed 3rd grade at grade level in reading remained at grade level in fifth grade. Of the 96 students with 'high risk' reading scores in 3rd grade, 5% had improved to grade level by 5th grade and nearly 30% improved by at least one risk level. Among the 69 students with 3rd grade 'some risk' scores, by 5th grade, 22% had improved to grade level and another 54% were able to maintain their 'some risk' rating. Additionally, 36% of these students dropped to 'some risk' and 12% dropped all the way to 'high risk' by fifth grade. The findings from the evaluation demonstrated that for most of the students we served, reading gains were maintained or continued to improve through 5th grade. However, for a portion of the students a decline was noted after 3rd grade and the end of APIL support. Taking this research data into consideration, the program and DCSD has determined that that APIL will extend its intervention model to provide limited target support to 4th and 5th grade students who received interventions from our program during K-3rd grade in an effort to help students maintain or improve their risk level. The program conducted a process evaluation from March 2016 to November 2016. The two main research questions were: 1) Is the APIL program being implemented consistently with the program's logic model and theory of change and 2) Are program beneficiaries generally satisfied with the program? The program utilized an outside evaluator to conduct and analyze focus groups, surveys and data files. Surveys completed by the site supervisors showed 100% of the 12 respondents agreed the interventions implemented by AmeriCorps members have helped children make progress in grade level reading; 100% agreed AmeriCorps is positively contributing to K-3rd grade reading proficiency; 100% agreed they were satisfied with the program overall; and 92% agreed the students tutored by AmeriCorps members have more positive connections to school because of AmeriCorps members. There were also very high responses to members' training, attitude and professionalism. In the program's 2018-2019 school year, the program had 24 AmeriCorps members serve as Academic Reading Tutors. Out of the 1,078 K-3rd grade students served during the school year, 489 K-3rd grade Tier 2 students completed the tutoring program with the required dosage of three times per week for 15-30 minutes each session, for a minimum of 10 weeks or 30 sessions over the course of the school year. Of these 489 students, there were complete data sets for 477 students. Of the 477, 97% or 463 improved their FAST reading proficiency scores by at least 10 points, moving them toward Page 7 For Official Use Only Narratives grade level proficiency as reported for Performance Measure ED5A. During the Summer 2019, 199 students started the 6 week DCSD Summer Reading Academy, where 12 MT members served as academic and enrichment tutors. Based on FAST data, 56% of students improved by at least 1 risk level due to the summer program reading support they received, 31% of students remained at High Risk, 13% remained at some or low risk, and only 1% of students declined a risk level. Summer data from DCSD is meaningful to our program, because it shows that our program is helping stem the summer learning loss issues among our districts most at-risk students. DCSD is excited about the performance measurement and evaluation data, as both show students who completed the APIL AmeriCorps tutoring program during both the school year and summer program had positive gains in their reading proficiency. NOTICE PRIORITY The APIL program doesn't fit with any 2020-2021 CNCS priority areas. However, the program does fit with several of our State of Iowa priorities based on the ICVS State Service Plan: 1) comprehensive community strategy for Dubuque's Campaign for Grade Level Reading 2) engage underrepresented populations and those that provide a high return on investment 3) address disparities with minority populations 4) Governors priority areas of education, childcare and enrichment; and 5) actively participate in the Iowa Disaster Cadre. The program fits with one of Iowa's priorities based on Iowa Code. The program is an Iowa Reading Corps program providing data-based, models of literacy instruction to tutor students from pre-k to 3rd grade who are not proficient in reading or who are at risk of becoming not proficient in reading. MEMBER EXPERIENCE Member experience is a priority of our program. Development begins with the recruitment process where the Director strategically recruits, interviews and places members from our community to the site that is the best fit for each member. During their year of service, members are challenged to develop personally and professionally. Members are supported and developed at their host site in partnership with their site supervisors. The Director takes a personal, 1-1 approach with every member to challenge them in different ways. This can include community presentations, mentoring other members, applying for graduate school or leading service projects. Members also gain important experiences through our Days of Service which are conducted in partnership with Dubuque's National Service Partnership (DNSP), a collaboration of area national service members and programs. Through National Days of Service and DSNP, members learn about their community, network with other national service members, and participate in service opportunities. Page 8 For Official Use Only Narratives Organizational Capability Members are provided 12 hours of orientation consisting of general information on the Corporation for National and Community Service (CNCS), AmeriCorps and the Iowa Commission on Volunteer Service (ICVS). The program reviews member's rights and responsibilities, code of conduct, prohibited activities, Drug Free Workplace Act, grievance procedures, suspension and termination procedures, sexual harassment and discrimination policies. Members review and sign the Member Service Agreement which includes the review of the National Criminal History Background Check, prohibited activities and grievance procedure. Members are trained on data collection, time sheets, and other program specific information. Additionally, members participate in 4 hours of communication training through a low/high ropes course to provide individual and team challenges, as well as 21 hours of training, spread out over monthly meetings, focused on Diversity, Equity and Inclusion, ensuring that members are able to provide the best support to students from different cultures and backgrounds. DCSD trains members on Tier 2 students, professionalism, confidentiality, LEAD 21 curriculum, and Lexia interventions. Members are provided intensive on-site training and orientation at their host site. Finally, all members develop and present a reflection project during our End of Service Ceremony and Life After AmeriCorps Training. ORGANIZATIONAL BACKGROUND AND STAFFING APIL has been sponsored by the City of Dubuque since 2007. The City of Dubuque is a Municipal Corporation governed by an elected mayor and six-member council. The City relies on its expert personnel to plan and implement the grant and provides in-kind administration, personnel and fiscal support. The City Council reviews the grant and budget documents each year. The AmeriCorps Director, Heather Satterly, a 3-term AmeriCorps alum, has been the Director for 2 years in addition to working in Iowa AmeriCorps Grant Management for 3 years. Kim Stickney, also an AmeriCorps alum, has been the AmeriCorps Assistant for 10 years. She organizes and maintains key program paperwork such as Background Checks and Data Collection Submissions. Marie Ware, Leisure Services Department Manager, oversees the activities of the AmeriCorps Director and members. Marie has been directly and indirectly involved with grant award management for over twenty-five years for three cities and a non-profit agency. Arielle Swift, Assistant Public Works Director, previously our Accountant, has overseen the fiscal responsibilities of the program since 2015. Jennifer Raber, Finance Manager, & Jennifer Larson, Finance and Budget Director, have been training since April 2019, and will continue to be supported by Arielle. COMPLIANCE AND ACCOUNTABILITY Page 9 For Official Use Only Narratives APIL strongly believes in compliance and accountability. The program prides itself in having a reputation as a high functioning, low risk program and has a complete plan for compliance and accountability. The Director ensures site supervisors and host sites fully understand the prohibited activities, non-duplication and non-displacement guidelines, and all other rules and regulations through service agreements and training. The Director also conducts at least two site visits a year, as well as a mid-term review to ensure rules and regulations are being followed. The Director keeps lines of communications open between members and site supervisors to ensure compliance and accountability. The Director monitors the activities being performed through ongoing communication with members and site supervisors. The Director can visit any site, at any time without prior appointment. Should a compliance issue be suspected or arise, the Director holds a meeting with all parties involved to review guidelines and design a corrective action plan. If compliance issues continue to be a concern the members are removed from their assigned placement until the site can ensure all activities fall within the AmeriCorps guidelines. If compliance issues are not corrected, or re-appear, the Director will no longer place members at the host site. Lastly, the program manages and implements its program with limited compliance issues. Our staff takes CNCS' Criminal History Record Check very seriously as well as the following program management policies: time sheets, in kind documentation, position descriptions, Member Service Agreements, Host Site Agreements, mandatory training requirements, corrective action forms, midterm and end of year evaluations, grievance, termination of service, drug free workplace, sexual harassment, prohibited activities and unallowable activities. Our systems follow this cyclical pattern: follow, monitor, review and update to detect instances of risk or noncompliance. The AmeriCorps Director runs all background checks on members. As these checks are completed, the Director completes the ICVS NSCHC Document Checklist and attaches it to copies of all Background checks. Additionally, copies of all checks are kept in the member electronic file, as well as in a hard copy format. The AmeriCorps Assistant reviews all background checks to ensure compliance. The Director and Assistant conduct member and staff file audits twice a year and works closely with its expert fiscal staff to ensure compliance. CULTURE THAT VALUES LEARNING APIL, as part of the City of Dubuque, believes in creating an equitable community of choice by being a data-driven & outcome focused high performance government built on four pillars: Equity, Resiliency, Sustainability and Compassion. The City of Dubuque City Council develops and sets goals, policy agenda top priorities and high priorities, as well as management agenda top priorities and high priorities based on the City mission and vision statements. These goals and priorities set the tone and Page 10 For Official Use Only Narratives Cost Effectiveness and Budget Adequacy Evaluation Summary or Plan expectations of the City government plan for the next 2 years, driving each department and division within the organization to collect data, measure performance, and continually strive to create meaningful impact for community members. All departments, including APIL, have performance measures that connect to the City goals and priorities. Data is collected on a regular basis and reported annually to the City Council and the community in the City annual budget review process. During this budget review process, all departments present the updates to performance measures and impacts to the City Council for a decision on the next years budget and goals. MEMBER SUPERVISION All of our members receive two layers of supervision. First, every host site designates a site supervisor. Each site supervisor provides daily supervision to their members and conducts biweekly, 1-1 meetings with each of their members for clear guidance. Site supervisors also provide on-site training as described previously and observations by the site supervisor to ensure accurate interventions. Second, the Director serves as an added level of supervision for all members. The Director meets regularly with each member to discuss progress and ensure member activities fall within allowable activities. The Director has an open door policy and members may contact via in-person meeting, email, phone, or text at any time for any reason. Each site supervisor is trained by the Director. Training occurs before members arrive on site and are completed in person, 1-1, as well as in recorded webinar format to review overall program changes. The site supervisor training consists of an overview of the CNCS and ICVS, member responsibilities, supervisor responsibilities and host site agreements, in-kind match documentation, time sheets, data collection, prohibited activities and unallowable activities including nonduplication and nondisplacement. Site supervisors can contact the Director with questions/concerns at any time. The AmeriCorps brand is a high priority for our program. All members receive apparel and a photo id, both with the AmeriCorps logo. Members are required to wear their photo id at all times during service and are required to wear their AmeriCorps logo apparel at least once per week or more frequently if participating in a community event. All host sites are provided an "AmeriCorps Members Serve Here" sign and display it in a prominent location. SEE BUDGET. APIL EVALUATION PLAN Page 11 For Official Use Only Narratives PROGRAM BACKGROUND/PROGRAM MODEL AmeriCorps Partners in Learning Program (APIL) has been extremely successful in its 20 years of operation, 13 of which have been under the leadership of the City of Dubuque. The program has always focused around education, however, the current iteration of APIL focuses on ensuring students read at grade level by 3rd grade and targeting students with literacy needs. The programs success in the Dubuque community is apparent in the over 750 AmeriCorps alumni giving over 450,000 hours of service in our community. The AmeriCorps Partners in Learning Program has become an important part of the schools served. The AmeriCorps Program has partnered with the Dubuque Community School District to formulate a program that continues to place AmeriCorps members in elementary schools at the Kindergarten, 1st, 2nd and 3rd grade level. The School District provides training to the AmeriCorps members that aligns with the curriculum taught in the schools. By creating this focus, we have moved the needle with our AmeriCorps program and members and will continue these efforts. SCOPE AND PURPOSE OF CURRENT EVALUATION As a Grantee receiving Corporation funds of less than $500,000 annually, AmeriCorps Partners in Learning is required to conduct a process evaluation. However, APIL has decided to again go beyond the minimum to conduct an external impact evaluation of its school year reading tutoring program. The evaluation will replicate the longitudinal cohort design that was used for the 2017-2020 grant cycle and add an additional component to determine if students who have received multiple years of reading interventions from the AmeriCorps program during K-3rd grade maintain or improve their reading proficiency by the 5th grade at the same or higher rates than students only served for a single year. The purpose of this evaluation is to better understand the sustainability of APIL AmeriCorps reading tutoring over time. The findings of the evaluation will help our AmeriCorps Program learn and grow to better support our students. Our intent, as a program and a partner in a community impact model, is to determine how effective our program is and to use this information to drive enhancements to our processes and procedures and inform future decision-making for our community. THEORY OF CHANGE Dubuque Community School District's (DCSD) students are not reading at grade level by 3rd grade. Data from DCSD's FAST (Formative Reading Assessment System for Teachers) and Certified Annual Enrollment provide us with current literacy rates. In Fall 2019, 36% of all DCSD 3rd grade students Page 12 For Official Use Only Narratives were not reading at grade level. In Fall 2019, 56% of DCSD 2nd grade students, 53% of 1st grade students and 59% of Kindergarten students, were not reading at grade level. Overall, in the Fall of 2019, 39% of DCSD K-3rd grade students, or approximately 2,999 students, were not reading at grade level. The long term academic ramifications for students who do not read at grade level by 3rd grade are great. According to the Campaign for Grade Level Reading, reading by 3rd grade is a critical milestone in a child's academic success. Before 3rd grade, students learn how to read. After 3rd grade, students transition from learning how to read, to reading to learn. According to a study by researchers, students who couldn't read at grade level by 3rd grade continued to fall further behind their peers after 3rd grade (McNamara, J.K., Scissons, M, and Gutknecth, N; 2011). In addition, a 2012 study by the Annie E. Casey Foundation states children who do not read proficiently by the end of third grade are four times less likely to graduate from high school on time than proficient readers. These ramifications are serious for both the individual student and the community. Our integrated, comprehensive, two pronged approach will ensure students with literacy needs read at grade level by the end of 3rd grade. The first approach consists of a school year program where members provide 1-1 or small group literacy interventions to struggling readers. Each session will occur at least three times per week for 15-30 minutes for a minimum of 10 weeks or 30 sessions and until the student has been reassessed and results show the child performing at grade level. Additionally, members will be providing limited targeted support to 4th (20 15-30 minute sessions) and 5th (10 15-30 minute sessions) grade students who received interventions from our program during K-3rd who are not proficient or at risk of losing proficiency. The second approach consists of a summer program where members provide 1-1 or small group literacy support and enrichment activities. This year-round approach ensures students continue to build on their grade level reading efforts from the school year through the summer months. OUTCOME OF INTEREST The outcome of interest underlying this impact evaluation is that students with literacy needs who receive APIL interventions will improve their reading proficiency as a result of the interventions provided by the APIL AmeriCorps members. This impact evaluation will study the FAST Assessment scores of students who have received AmeriCorps Interventions during their K-3rd grade years and Page 13 For Official Use Only Narratives the FAST Assessment scores of the same students after they have completed 5th grade. EVALUATION RESEARCH QUESTIONS The impact evaluation will address the following three research questions: 1) Do students supported by APIL who reach grade level reading proficiency by the end of third grade maintain growth to grade level through fifth grade? 2) Do students who receive multiple years of support by APIL improve or maintain proficiency through fifth grade at a higher rate than students supported for only one year? 3) Do students supported by APIL who remain in the high and some-risk categories at the end of third grade maintain their risk level by fifth grade? EVALUATION DESIGN APIL proposes to use a longitudinal cohort design to track changes in student reading proficiency over time. The strengths of this design include being able to utilize existing FAST data collected by our program and Dubuque Community School District, as well as data that will be collected during the 2019-2020 5th grade Spring FAST Assessment. The Dubuque Community School District conducts these evaluations, holds the data, and regularly analyzes this data, ensuring that the evaluation results will be produced with high reliability and validity. Another strength of this impact evaluation design is that our program will be replicating the same design that was conducted for the 2017-2020 grant competition. This allows our program to analyze new variables and also allows our program to build a long-term research plan with this design. One of the downsides of this design is that it can take several years acquire the data and some students may not complete 5th grade with the DCSD, which can reduce the final number of complete data sets to review. While this is a limitation, the positives of this design significantly outweigh the negatives. Our program will be able to utilize this long-term data to make changes to our program design and effectiveness. DATA COLLECTION AND ANALYSIS PLAN. APIL utilizes the results of the Formative Assessment System for Teachers (FAST), the state-wide mandated reading assessment used by Dubuque Community School District for all K-5th grade students to determine reading proficiency. The DCSD instructional coaches (who are also the AmeriCorps Site Supervisors) conduct the FAST Assessment three times each year. Much of the data for this evaluation has been collected, checked and processed in previous years by both the DCSD and the program for yearly performance measures while students were being served during their K-3rd grade years. Data is collected in the same way for every program year to ensure accuracy and Page 14 For Official Use Only Narratives consistency. Each program years data is held by the program to allow for the program to compare which students are seen for multiple years. The program will only pull student data for students who met dosage and duration requirements of our program. The APIL Director sends DCSD a list of students who have completed the programs dosage and duration requirements. The DCSD reviews the students spring FAST scores and risk levels for both 3rd and 5th grade and then cleans this data of all Personal Identifiable Information of the students and provides the risk levels for 3rd and 5th grade and the total number of years the students were served by APIL to our external evaluator to analyze how many students improved, maintained or declined from their 3rd grade FAST risk level to their 5th grade FAST risk level using a multivariate regression model. Our evaluator analyzes this quantitative data and aggregates it into a report for our AmeriCorps Program and DCSD, looking for themes, concerns, or outliers. EVALUATOR QUALIFICATIONS Dr. Rachel Daack, PhD, of Clarke University, will work closely with the Program Director to develop and execute our impact evaluation. Dr. Daack has a BA in Global Studies, a MA in Geography and a PhD in Interdisciplinary Studies and currently served as a Professor of Sociology at Clarke University in Dubuque, IA. Dr. Daack has prior experience with APIL, as she conducted both the Outcome Evaluation (2018-2019) and Process Evaluation (2015-2016). Dr. Daack also provides evaluation services to several community organizations, which includes St. Mark Youth Enrichment and the Dubuque Dream Center, which support the Dubuque Campaign for Grade-Level Reading Initiative, making her an ideal evaluator for our program. Heather Satterly is a 3-term AmeriCorps alum, and has been the AmeriCorps Director of the City of Dubuques AmeriCorps Partners in Learning Program for 2 years. Heather has a BS degree in Recreation, Parks and Tourism Administration with an emphasis on Recreation Therapy from Western Illinois University. Heather has also worked for another competitively funded Iowa AmeriCorps Program as a Program Manager for 3 years. She organizes and maintains Student logs and Data Collection Submissions from AmeriCorps Members and handles the compilation of all member-student intervention data. Tammy Duehr is the Lead Instructional Coach and the K-5th grade Language Arts Coordinator for the Dubuque Community School District. Tammy has been an educator for the past 28 years. She has a BS in Elementary Education and Early Childhood Education from Clarke University and a MS in Reading from Southern Connecticut State University. She was a first and second grade classroom Page 15 For Official Use Only Narratives Amendment Justification teacher for 20 years and has held her current positions for the past 8 years. As one of her job responsibilities, she is always involved with student data. DCSD currently uses FastBridge as their literacy screener. Gathering, analyzing, and interpreting FAST data is something DCSD does three times each year. Tammy is responsible for pulling all the data off the FastBridge system and organizing it for the district and for individual schools to analyze and make instructional decisions. Tammy has participated in State meetings to learn about FAST and has the support of Keystone AEA when working with FAST data. BUDGET Line Item Total Year 1 Year 2 Year 3 Notes Staffing (Evaluator) $3,000 $1,000 $1,000 $1,000 $50/hr @ 20 hours Staffing (DCSD) $3,480 $1,160 $1,160 $1,160 $58/hour @ 20 hours Budget Total $6,480 $2,160 $2,160 $2,160 TIMELINE In 2020-21(Year One), program staff will begin to pull student data of students who have only received services for one year in Q1. In Q2, program staff will provide a finalized list of students served for only one year to DCSD and DCSD will begin to pull 3rd grade and 5th grade FAST scores, risk level, race, gender and Free-Reduced Lunch status. In Q3, DCSD staff will provide the cleaned data to our external evaluator, who will begin the analysis. Program staff will begin to pull student names who were served for multiple years. In Q1 of Year Two (2021-2022), program staff will finalize the list of students who received AmeriCorps services for multiple years during K-3rd grade and will provide the list of students to DCSD. In Q2 and Q3, DCSD will begin to pull 3rd grade and 5th grade FAST scores, risk level, race, gender and Free-Reduced Lunch status. In Q3, DCSD staff will provide the cleaned data to our external evaluator, who will begin the analysis. Data will be analyzed and a report will prepared for the final evaluation report in Q1 of Year Three (2022-2023) for submission with our next recompete application due to CNCS in January 2023. The Evaluator, Program Staff and DCSD staff will meet together to review the report to determine a post-evaluation action plan to drive decision making for continuous improvements to reading interventions, delivery methods, member training, and/or management systems will be developed. Approved for additional funding via the American Rescue Plan for cash match replacement and Page 16 For Official Use Only Narratives Clarification Summary expanding service. 20-21 CLARIFICATIONS Section 1G - Staff Training: The City of Dubuque has historically set aside funding for the AmeriCorps Director's professional development. These funds are utilized towards yearly conferences, such as the Iowa Women's Leadership Conference for community networking and leadership development; as well as towards trainings and conferences to help the AmeriCorps Director improve their public speaking skills as it relates to recruitment and training of AmeriCorps Members and towards 'train the trainer' conferences that will allow the AmeriCorps Director to take back knowledge and establish trainings for AmeriCorps Members. A perfect example of this is the current equity-based curriculum for AmeriCorps Members that was developed after the AmeriCorps Director attended a 32-hour Equity 'train the trainer' workshop. All trainings, conferences and workshops will relate to the professional development of the AmeriCorps Director to continually improve the AmeriCorps Program. 20-21 Programmatic Resolutions: 1. In order to better explain the impact of the AmeriCorps project on the identified community need, please clarify numbers of Tier 2 students in grades K-3 in the schools to be served as well as the percent of students who are in need to be served by AmeriCorps members. -As of January 2020, the most recent FAST assessment has shown that the total number of K-3rd grade students on a tier II intervention is 556. This is 19% of the total number (2852) of K-3 students in the Dubuque community school district. Due to COVID-19, DCSD will be unable to conduct their Spring FAST assessment and expects that the Fall 2020 FAST assessment will show a significant increase in the number of students needing Tier II interventions. During the 2020-2021 Academic School Year, the AmeriCorps program expects to serve 500 students, which is approximately 90% of Dubuque Community School District's K-3 Tier II students (as of January 2019 FAST Assessment). Of those 500 students, AmeriCorps Partners in Learning will improve the reading risk level of 400 K-3 Tier II students (80%). 21-22 Financial Resolutions: 1. Budget has been adjusted to the approved amount of $203,761 for 13.18 MSY. No change made to performance measures. Page 17 For Official Use Only Narratives Continuation Changes 2021-2022 CONTINUATION CHANGES APPLICANT INFO: The program has made an adjustment to the Applicant Info section regarding the naming convention of the program. The program's name has been adjusted to City of Dubuque AmeriCorps Program: Partners in Learning from the City of Dubuque AmeriCorps Partners in Learning Program. This is to allow for a more streamlined branding change in lieu of the new AmeriCorps Branding Guidelines. Additionally, the email associated with the program was updated. EXECUTIVE SUMMARY: The AmeriCorps Partners in Learning (APIL) program proposes to have 50 AmeriCorps members who will tutor K-3rd grade struggling readers one on one or in small groups in the Dubuque Community School District's elementary schools and summer programs. At the end of the second program year, the AmeriCorps members will be responsible for increasing the reading scores of 400 students with literacy needs. In addition, the AmeriCorps members will leverage an additional 100 volunteers who will be engaged in Dubuque community days of service. The program will focus on the CNCS focus area of Education. The CNCS investment of $218,261 will be matched with $224,400, $198,000 in public funding and $26,400 in private funding. CHANGES IN OPERATING SITES: There are no anticipated changes in operating sites. SIGNIFICANT CHANGES IN PROGRAM SCOPE OR DESIGN: The program requests 1 additional minimum-time AmeriCorps Member for an increase in .21 MSY. This member will serve with Carnegie-Stout Public Library during our summer program alongside the 1 FT AmeriCorps Member. The program has previously had 2 MT Members serving during the summer months prior to have 1 FT member requested. The Host Site has determined that they need the additional MT member for their Summer Reading Program to prevent the loss in program capacity that has previously been built. Page 18 For Official Use Only Narratives CHANGE TO PERFORMANCE MEASURES: N/A SIGNIFICANT CHANGES TO STAFFING: The AmeriCorps Program Assistant that has been with our program for nearly 10 years retired in the 2020-2021 program year. The program has reviewed the role of the part-time assistant and has changed the position to a part-time AmeriCorps Program Coordinator. This position will still have duties associated with monitoring program compliance, but added duties to the position include member technical support. Sarah Berna, an AmeriCorps Alum, has previously worked as a temporary coordinator for the program, as well as a Site Supervisor for the Program's AmeriCorps Members and as an outside contractor for developing virtual curriculum for COVID-19 Virtual Tutoring. Sarah is a certified teacher with a background in Elementary Education. BUDGET REVISIONS: The revised program budget includes increased costs for the living allowance and associated costs with the increase of .21 MSY. The program also requests an increase in funding in a total of $9,000 to cover costs associated with AmeriCorps Member technology purchased to continue program services during COVID-19. The host organization's rate is $30/month per iPad. With 25 iPads, the data costs associated with the AmeriCorps Virtual Tutoring is $9,000. To prevent barriers to access, the program invested in iPads with data plans for members to utilize to provide virtual tutoring services. This has allowed members who cannot afford home internet to provide virtual tutoring to our school district's virtual students in a safe manner. Without knowing how long students may be learning in a virtual setting, the program anticipates needing data plans connected to these AmeriCorps Member iPad. Additionally, the program has invested in the approved CNCS AmericaLearns Data Collection System to increase the program's ability to collect and evaluate reliable data. The cost of this system is $6,000 per program year. This system will decrease administrative burden related to the previous data collection methods for the program and will allow for an increased focus on member management and compliance monitoring. The requested increase results in a $16,300/MSY. 2022-2023 CONTINUATION CHANGES EXECUTIVE SUMMARY Page 19 For Official Use Only Narratives CHANGES IN OPERATING SITES: In November 2022, the Dubuque Community School District determined that it will likely continue with a reduced structure to its Summer Academy Program that was implemented in Summer 2021. Previously, the summer academy was a 6-week, full-day design that utilized 10 MT AmeriCorps members to focus on literacy interventions and supplemental enrichment. Since the onset of COVID- 19, DCSD has changed to an abbreviated 4-week structure that had students attending only Monday- Thursday. It has been determined that the 10 Minimum Time AmeriCorps Members would not reasonably be able to complete their 300 hours within this structure, and DCSD declined to provide supplemental service opportunities in the weeks before and after summer academy to continue utilizing AmeriCorps support. The program is reducing the requested MSY and number of MT positions due to this change. SIGNIFICANT CHANGES IN PROGRAM SCOPE OR DESIGN: N/A CHANGES TO PERFORMANCE MEASURES: The program anticipates a reduction in the number of students that will improve their risk level due to the severe impacts of COVID-19. Taking current feedback on student performance from the school district into account, the program is reducing it's expectation that 80% (400) of 500 students will improve by a risk level on the FAST Assessment to 50% (250) of 500 students will improve by a risk level, due to the impacts of COVID-19. SIGNIFICANT CHANGES TO MONITORING STRUCTURES OR STAFFING: N/A BUDGET REVISIONS: See Budget. Grant Characteristics Page 20 For Official Use Only Education Focus Area 100% % MSYs K-12 Success 100% K-12 Success Objectives 13.06 No of MSYs 43 No of Members Table1: MSYs by Focus Areas Table2: MSYs by Objectives Table4: No of MSY and Members by Objective NPM Applicant 100% 0%% MSYs Table3: %MSYs by NPM vs.Applicant vs. Not in ANY Not in ANY 0% Primary Focus Area: Secondary Focus Area: Education Education Primary Intervention: Secondary Intervention: Tutoring Performance Measures Objectives %MSYs 13.06Total 43 Page 21 For Official Use Only Problem Statement: Selected Interventions: Tutoring Tutoring K-3 grade students in ReadingPerformance Measure: Education K-12 SuccessFocus Area:Objective:No of Members: 13.06 43No of MSY's: Describe Interventions: During the school year, 11 RHT and 11 MT tutor K-3rd grade, Tier 2 students identified through the Multi- Tier System of Supports in reading in small groups or one on one at least three times per week for 15-30 minutes each session for a minimum of 10 weeks or 30 sessions and until the child has been reassessed and results show the child performing at grade level. Research shows tutoring sessions for Tier 2 students must be at least three times a week for 15-30 minutes to be effective. 30 sessions equates to 10 weeks of our program if sessions are at least three times per week for 10 weeks. Research shows 10 weeks is sufficient to see academic gains in the school year. Materials used complement classroom curriculum. Members are trained on data collection processes during orientation and by DCSD at their on-site trainings. The program's dosage and duration are revisited to reinforce tutoring sessions are occurring according to the program’s standards. The program uses strong data collection tools to collect information for our output (ED1A). Each member is given a student log to collect students' name, teacher, grade and number of sessions for each intervention used. The members send their data to the Director and Assistant, biweekly, where they analyze the data, ensure accuracy, and organizes the data by school and member. The program sends the collected data to the site supervisor quarterly to analyze for accuracy and progress to targeted outputs and outcomes. The program has an agreement with DCSD to get literacy data on the students we serve in a timely Dubuque Community School District's students are not reading at grade level by 3rd grade. There are a few challenges that create this problem. First, is poverty. Students living in poverty are more likely to be unprepared for kindergarten. Research shows children from low income homes have limited exposure to reading and vocabulary in the early years which can result in persistent academic challenges in elementary school. Second, is summer learning loss. Research spanning 100 years has proven students lose ground academically when they are out of school for the summer. Therefore, the purpose of AmeriCorps Partners in Learning is a two pronged program. During the school year, members tutor K-3rd grade students with literacy needs in the elementary schools in reading to ensure students read at grade level by 3rd grade. Students will be identified as having a literacy need based upon their scores with the Iowa FAST testing. 5 of the 13 elementary schools have a majority of students who are eligible for free or reduced lunch. Students tutored at these 5 schools are considered economically disadvantaged. The remaining 8 schools have free or reduced lunch rates of 33%, 22%, 29%, 35%, 28%, 21%, 26% and 29%. During the summer, members spend 50% of their time tutoring K-3rd grade students with literacy needs who are enrolled in a summer program in reading to combat the summer slide. Students tutored in the summer will be identified as having a literacy need based upon their scores with the Iowa FAST testing. 5 of the 13 elementary schools have a majority of students who are eligible for free or reduced lunch. Students who attend one of these 5 schools are considered economically disadvantaged. The remaining 8 schools have free or reduced lunch rates of 33%, 22%, 29%, 35%, 28%, 21%, 26% and 29%. Page 22 For Official Use Only Problem Statement: Selected Interventions:Tutoring Tutoring K-3 grade students in ReadingPerformance Measure: Described Instrument: Described Instrument: Members will record the name and school of each student who starts the school year program on the Student Attendance Log. The list of student names will be cross referenced to ensure no student is counted twice. Members will track each student's individual tutoring session on the Student Attendance Log. Sessions must be one on one or small group and 15-30 minutes at least 3 times per week. Students who start our program and have a literacy need will be counted in this measure. Students will be identified as having a literacy need based upon their scores with the Iowa FAST testing. Members will record the number of tutoring sessions completed for each student. Each session must meet the requirement of one on one or small group for at least 15-30 minutes. For our school year program, students who have received at least 30 tutoring sessions and have a literacy need will be counted as having completed the school year program. Students will be identified as having a literacy need based upon their scores with the Iowa FAST testing. During our school year program, in the fall students take a standardized, district-approved pre-test in reading titled Formative Assessment System for Teachers (FAST). FAST aligns with the materials being used in our tutoring program and is appropriate for K-3rd grade. FAST has demonstrated reliability and validity for K-3rd grade students. FAST will be administered to students in the spring at the end of the school year. Students who complete our school year program (30 sessions or more), who have a literacy need and who improve in their risk level from the fall to spring FAST assessment ED1A: Number of individuals served ED5A: Number of students with improved academic performance ED1A Output: ED5A Outcome: Tracking System Standardized Test Measured By: Measured By: 500 250 Target: Target: Individuals Students manner. In the spring, the Director sends DCSD a list of students who completed the program. DCSD compares the completed students' fall and spring reading assessments and analyzes how many students improved from fall to spring FAST Assessment. DCSD provides the program with each school's number and percent of students who improved. Page 23 For Official Use Only Problem Statement: Selected Interventions:Tutoring Tutoring K-3 grade students in ReadingPerformance Measure: Described Instrument:will be counted under this measure. Students will be identified as having a literacy need based upon their scores and risk level with the Iowa FAST testing. A change in risk level is significant because the FAST expects students to grow by a risk level. Therefore, if struggling students , they are showing great growth from fall to spring. Page 24 For Official Use Only AmeriCorps Funding Priorities Grant Characteristics *Check any priority area(s) that apply to the proposed program. In order to receive priority consideration, applicants must demonstrate that the priority area is a significant part of the program focus, high quality program design, and outcomes. *Check any characteristics that are a significant part of the proposed program. Program Information COVID-19 Recovery, Civic engagement/social cohesion. Geographic Focus-Urban Page 25 For Official Use Only Other Revenue Funds Number of volunteers generated by AmeriCorps members Percent of disadvantaged youth enrolled 0 100 0 Demographics Page 26 For Official Use Only Required Documents Evaluation Federally Approved Indirect Cost Agreement Labor Union Concurrence Other Documents Document Name Not Applicable Not Applicable Not Applicable Not Applicable Status Page 27 Logic Model The community problem that the program activities (interventions) are designed to address. Resources that are necessary to deliver the program activities (interventions), including the number of locations/sites and number/type of AmeriCorps members. The core activities that define the intervention or program model that members will implement or deliver, including duration, dosage and target population. Direct products from program activities. Changes in knowledge, skills, attitudes and opinions. These outcomes, if applicable to the program design, will almost always be measurable during the grant year. Changes in behavior or action. Depending on program design, these outcomes may or may not be measurable during the grant year. Changes in condition or status in life. Depending on program design, these outcomes may or may not be measurable during the grant year. Some programs, such as environmental or capacity-building programs, may measure changes in condition over a period as short as one year. Problem Inputs Activities Outputs Short-Term Outcomes Mid-Term Outcomes Long-Term Outcomes Attachment B Budget DUBUQUE, THE CITY OF (INC) July 31, 2022 12:05 AM Page 1 Form 424A Modified SF-424A (4/88 and 12/97) RPT_BGT_424 City of Dubuque AmeriCorps Program: Partners in Learning A. Personnel Expenses B. Personnel Fringe Benefits C. Travel D. Equipment E. Supplies F. Contractual and Consultant Services G. Training H. Evaluation I. Other Program Operating Costs A. Living Allowance B. Member Support Costs A. Corporation Fixed Percentage B. Federally Approved Indirect Cost Rate Staff Travel Member Travel Staff Training Member Training Full Time (1700 hrs) 1-Year Half Time (900 hours) Reduced Half Time (675 hrs) Quarter Time (450 hrs) Minimum Time (300 hrs) 2-Year Half Time (2nd Year) 2-Year Half Time (1st Year) Three Quarter Time (1200 hours) Abbreviated Time (100 hrs) FICA for Members Worker's Compensation Health Care Corporation Fixed Amount Commission Fixed Amount 3,092 1,500 5,930 21,675 45,900 94,666 17,214 91,800 0 0 0 0 20,751 8,680 4,800 64,414 0 0 500 2,150 5,675 44,500 38,606 14,514 8,050 0 0 0 0 20,751 8,680 4,800 14,092 0 3,092 1,000 3,780 16,000 1,400 56,060 2,700 83,750 0 0 0 0 0 0 0 50,322 0 80,448 33,006 5,330 48,014 9,260 10,473 680 71,576 31,291 1,000 0 7,350 7,791 680 8,872 1,715 4,330 48,014 1,910 2,682 0 $121,658 $146,256 $14,092 $75,395 $159,910 $50,322 $197,053 $306,166 $64,414 Section I. Subtotal Section II. Subtotal Section III. Subtotal $0 $2,650 $111,345 $34,911 $14,092 Total Amt CNCS Share Grantee Share $3,092 $4,780 $159,910 $0 $50,322 $3,092 $7,430 $271,255 $34,911 $64,414 Total Total Total Total Total $282,006 $567,633 $285,627Budget Totals Budget Dates: Section I. Program Operating Costs Section II. Member Costs Section III. Administrative/Indirect Costs Application ID: 22AC241055 Section II. Percentages 48% 52% Section I + III. Funding Percentages 52% 48% Travel to CNCS-Sponsored Meetings 0 0 0 0 Section I Percentage 62% 38% Section III Percentage 22% 78% 50%Budget Total Percentage 50% Required Match 50% DUBUQUE, THE CITY OF (INC) July 31, 2022 12:05 AM Page 2 Form 424A Modified SF-424A (4/88 and 12/97) RPT_BGT_424 City of Dubuque AmeriCorps Program: Partners in Learning Total Amt CNCS Share Grantee Share $0 $0 $0Budget Totals Total MSYs Total MSYs 13.06 13.06 Cost/MSY $21,593 0%Budget Total Percentage 0% Required Match # of years Receiving CNCS Funds # of years Receiving CNCS Funds 50% 16 16 Budget Narrative: City of Dubuque AmeriCorps Program: Partners in Learning for DUBUQUE, THE CITY OF (INC) Section I. Program Operating Costs A. Personnel Expenses Position/Title -Qty -Annual Salary -% Time CNCS Share Grantee Share Total Amount AmeriCorps Director: - 1 person(s) at 67100 each x 83.61 % usage 55,000 1,102 56,102 AmeriCorps Coordinator: - 1 person(s) at 24346 each x 100 % usage 16,576 7,770 24,346 Category Totals 71,576 8,872 80,448 B. Personnel Fringe Benefits Purpose -Calculation CNCS Share Grantee Share Total Amount AmeriCorps Director Benefits Package: AmeriCorps Director Benefits Package(Approx): Health Flat Rate=$13032 +FICA@ .0765=$4292 + IPERS@.0991= $5560 + Life@.000927=$52 22,936 0 22,936 AmeriCorps Coordinator Benefits Package: AmeriCorps Coordinator Benefits Package (Approx): FICA@.0765= $1862+IPERS@.0991= $2412+ HEALTH=$5770+life=$26 8,355 1,715 10,070 Category Totals 31,291 1,715 33,006 C. Travel Staff Travel Purpose -Calculation CNCS Share Grantee Share Total Amount Travel to CNCS-Sponsored Meetings: N/A to Iowa AmeriCorps State Programs 0 0 0 Travel to ICVS sponsored meeting: Director & Coordinator travel to ICVS sponsored meeting: 2 Trips to Des Moines @ 450 miles each=900 miles x .58/mile (City of Dubuque mileage reimb. rate) = $522; $50perdiem x 3dys*2staff= $300; $450x3 night-hotel*2staff =$900) 0 1,722 1,722 Director's Travel: Mileage for site supervision for 18 site visits, 60 midterm reviews, and service projects, x 1500 miles per year x .58 per mile (City of Dubuque policy approved mileage reimbursement rate) =$870+ parking fees ($500)) 0 1,370 1,370 Category Totals 0 3,092 3,092 Member Travel Purpose -Calculation CNCS Share Grantee Share Total Amount Category Totals 0 0 0 D. Equipment Item/Purpose -Qty -Unit Cost CNCS Share Grantee Share Total Amount Category Totals 0 0 0 E. Supplies Item -Calculation CNCS Share Grantee Share Total Amount Member Gear with AmeriCorps Logo: Member Gear with AmeriCorps Logo: Member gear w/AmeriCorps logo(Uniform shirts & badges, 43 x approx. $30= $1290; all w/ AmeriCorps logo) 0 1,290 1,290 AmeriCorps Office supplies: AmeriCorps office supplies (paper, ink, toner, pens, pencils, post-it notes) $20 per month x 12= $240 0 240 240 AmeriCorps Program Technology Replacement: AmeriCorps Staff Tech Replacement cost & timeline per Host Org Tech Replacement Policy(Yr 3: Director&Coordinator tablet, case, keyboard + Phone&case $2800) 0 2,800 2,800 Program Recruitment Materials: Program Recruitment Materials (Fliers, trifolds, etc) 5 Material Print Jobs at 250 copies(Front/back) each @$200/job = $1000 1,000 0 1,000 Category Totals 1,000 4,330 5,330 F. Contractual and Consultant Services Purpose -Calculation -Daily Rate CNCS Share Grantee Share Total Amount Member Supervision (DCSD School Year): 3 hours of direct member supervision/week per member for 34 weeks by 11 DCSD staff @ a minimum of $25/hour- Daily Rate of 25 0 28,050 28,050 AmeriCorps Copy Machine Lease: AmeriCorps Office Copy machine @$456/quarterly*4 = $1824- Daily Rate of 0 0 1,824 1,824 Member Supervision (St Mark School Year): 3 hours of direct member supervision/week per member(3) for 34 weeks by 1 St Mark staff @ a minimum of $15/hour- Daily Rate of 15 0 4,590 4,590 Member Supervision (St Mark Summer): 2 hours of direct member supervision/week per member(6) for 10 weeks by 1 St Mark staff @ a minimum of $15/hour- Daily Rate of 15 0 1,800 1,800 Member Supervision (St Mark Year Long): 3 hours of direct member supervision/week per member(3) for 50 weeks by 1 St Mark staff @ a minimum of $15/hour- Daily Rate of 15 0 6,750 6,750 Member Supervision (CSPL): 4 hours of direct member supervision/week per member(1) for 50 weeks by 1 CSPL staff @ a minimum of $25/hour- Daily Rate of 25 0 5,000 5,000 Category Totals 0 48,014 48,014 G. Training Staff Training Purpose -Calculation -Daily Rate CNCS Share Grantee Share Total Amount Iowa AmeriCorps Program Director Council Fee: Iowa AmeriCorps Program Director Council Fee($250 Council fee + $250 of $400 recommended amount)- Daily Rate of 500 500 0 500 Program Director training:: Program Director training: Program director attendance at conferences required by the program sponsor: 8 trainings x $75 registration, $50 per day diem x 8 = 1000- Daily Rate of 125- Daily Rate of 125 0 1,000 1,000 Category Totals 500 1,000 1,500 Member Training Purpose -Calculation -Daily Rate CNCS Share Grantee Share Total Amount Member Development/Communication: 4 Mounds Team Building/communication training; 2 trainings per year at $600 each= $1200- Daily Rate of 600 0 1,200 1,200 Member Orientation and ongoing training: Member Orientation (Portfolios, handbooks, printed materials, lunch and other training supplies as needed. $30 x 43 members=1290. 3 full-day orientation training for fall and summer members. Ongoing monthly training for both fall and summer members.)- Daily Rate of 30 0 1,290 1,290 End of Service Ceremony & Life After AmeriCorps Training: End of Service Ceremony & Life After AmeriCorps Training Member Orientation and ongoing training: Member Recognition (printed materials, cake/cupcakes and other training supplies, Certificate of National Service & Pin $30/43 members)-Daily Rate of 30- Daily Rate of 30 0 1,290 1,290 Iowa AmeriCorps Program Director Council Leadership& Member Training: Volunteer Iowa recommended amount of $50/43member = $2150 (Registration fees, material fees, meal & travel reimbursement as necessary)- Daily Rate of 50 2,150 0 2,150 Category Totals 2,150 3,780 5,930 H. Evaluation Purpose -Calculation -Daily Rate CNCS Share Grantee Share Total Amount Program Evaluation to support AmeriCorps program Evaluation Plan: Program Evaluation conducted by outside evaluator ($58/hr for 20 hours=$1,160)- Daily Rate of 58 0 1,160 1,160 AmericaLearns Data Collection System: AmericaLearns Data Collection & Timesheet System: CNCS Approved AmericaLearns Data Collection System for collection of raw data by AmeriCorps Members- Daily Rate of 0 7,350 750 8,100 Category Totals 7,350 1,910 9,260 I. Other Program Operating Costs Purpose -Calculation CNCS Share Grantee Share Total Amount Criminal History Background Checks: Background Checks (47 x $54 each = 2538. Includes FBI, state of residence and state of service checks for 43 members and 4 site summer supervisors. No funds budgeted for 2 program staff- no expected turn-over. 2,538 0 2,538 Site Liabilitiy Insurance: $500 flat rate 0 500 500 Member Timekeeping System: Required State Member Management system fee ($34*43 member as established in Application Instructions if not using OnCorpsReports) 0 1,462 1,462 AmeriCorps Director Cell Phone: Program Director cell phone/Ipad combo $60 x 12= $720 (negotiated rate per sponsor); For AmeriCorps Program/Staff use only. 0 720 720 State Support & Monitoring fee: Sec 1 (121,658-5282)=116376 + Sec 2 146256 (116376+146256=262632*.02=5253 5,253 0 5,253 Category Totals 7,791 2,682 10,473 Section Totals 121,658 75,395 197,053 PERCENTAGE 62%38% Section II. Member Costs A. Living Allowance Item -# Mbrs w/ Allow -Allowance Rate -# Mbrs w/o Allow CNCS Share Grantee Share Total Amount Full Time (1700 hrs): 1 Member(s) at a rate of 21675 each Members W/O allowance 0 5,675 16,000 21,675 1-Year Half Time (900 hours): 4 Member(s) at a rate of 11475 each Members W/O allowance 0 44,500 1,400 45,900 2-Year Half Time (1st Year): Member(s) at a rate of each Members W/O allowance 0 0 0 2-Year Half Time (2nd Year): Member(s) at a rate of each Members W/O allowance 0 0 0 Reduced Half Time (675 hrs): 11 Member(s) at a rate of 8606 each Members W/O allowance 0 38,606 56,060 94,666 Quarter Time (450 hrs): 3 Member(s) at a rate of 5738 each Members W/O allowance 0 14,514 2,700 17,214 Minimum Time (300 hrs): 24 Member(s) at a rate of 3825 each Members W/O allowance 0 8,050 83,750 91,800 Three Quarter Time (1200 hours): 0 Member(s) at a rate of 0 each Members W/O allowance 0 0 0 0 Abbreviated Time (100 hrs): Member(s) at a rate of each Members W/O allowance 0 0 0 Category Totals 111,345 159,910 271,255 B. Member Support Costs Purpose -Calculation CNCS Share Grantee Share Total Amount FICA for Members: .0765 X 271255= $20751 20,751 0 20,751 Worker's Compensation: .032 x 271255= 8680 8,680 0 8,680 Health Care: $400*12 / FT member = 4800 4,800 0 4,800 Member Assistance Plan: Member Assistance Program from ASC- $250 Enrollment + $10 x 43 = $680 680 0 680 Category Totals 34,911 0 34,911 Section Totals 146,256 159,910 306,166 PERCENTAGE 48%52% Section III. Administrative/Indirect Costs A. Corporation Fixed Percentage Item -Calculation CNCS Share Grantee Share Total Amount Corporation Fixed Amount: Corporation Fixed Amount @ 5.26% x 267914[CNCS share section I (121658)+ CNCS share section II (146256)]= $14092 max Grantee share = 10% total section I(197053) + total section II (306166)= $50322 14,092 50,322 64,414 Commission Fixed Amount: See Other Program Operating Costs for State Support & Monitoring fee 0 0 0 Category Totals 14,092 50,322 64,414 B. Federally Approved Indirect Cost Rate Calculation -Cost Type -Rate -Rate Claimed -Cost Basis CNCS Share Grantee Share Total Amount Category Totals 0 0 0 Section Totals 14,092 50,322 64,414 PERCENTAGE 22%78% Budget Totals 282,006 285,627 567,633 PERCENTAGE 50%50% Required Match 0% Total MSYs 13.06 Cost/MSY 21,593 Source of Funds Section Match Description Amount Classification Source Source of Funds Dubuque Community School District (Secured)45,000 Cash State/Local Dubuque Community School District (Secured)28,050 In Kind State/Local St Mark Youth Enrichment (Secured)15,750 Cash Private St Mark Youth Enrichment (Secured)13,140 In Kind Private City of Dubuque (Secured)183,687 Cash State/Local Total Source of Funds 285,627 Attachment C Iowa AmeriCorps Disaster Response Team Attachment C IOWA AMERICORPS DISASTER RESPONSE TEAM DISASTER DEPLOYMENT AGREEMENT In this agreement the Iowa Commission on Volunteer Service ("Commission" or "Volunteer Iowa") and GRANTEE agree as follows: 1. PURPOSE. The purpose of this agreement is to outline the expectations, limitations, and requirements for eligible reimbursements for disaster deployment under the Commission’s Disaster Response Cooperative Agreement (DRCA) with the Corporation for National and Community Service (“CNCS” or “AMERICORPS”), Iowa AmeriCorps Disaster Response Team (Iowa A-DRT) deployments, or direct deployments initiated from Iowa Homeland Security and Emergency Management (HSEMD). 2. MEMBERS. The GRANTEE, as a member of the Iowa A-DRT is willing to respond to disasters or assist in recovery efforts within their capability. Volunteer Iowa and GRANTEE seek to make efficient use of their authority, powers, resources, and privileges by entering into this agreement to carry out its purposes. 3. DISASTER RESPONSE: Volunteer Iowa requires the availability of Iowa AmeriCorps members to support disaster response and/or recovery efforts as needed by the State of Iowa. Waivers to this requirement will be considered on a case-by-case basis for GRANTEES that demonstrate an undue hardship or for complications related to program design. 4. STATE ACTIVATION: Volunteer Iowa serves as the primary point-of-contact for National Service resources in Iowa during times of disaster and may receive requests for support from government or nongovernmental partners, including the Iowa HSEMD, the Iowa State VOAD, and the Iowa Governor’s Office. In an Iowa federal declaration, the Commission will work with the CNCS and Iowa HSEMD on any mission assignments and requests for assistance from the Volunteer Iowa A-DRT. Any budget or programmatic changes to a program due to a disaster response or recovery will be made in accordance with AMERICORPS specific terms and conditions. 5. OUT OF STATE: If GRANTEE is a member of the Volunteer Iowa A-DRT, any mission assignment requests from the CNCS will be discussed prior to accepting the mission assignment. At any time, GRANTEE AmeriCorps members are not to deploy out of state without express approval from the Commission. 6. COST REIMBURSEMENT. GRANTEE is eligible for cost reimbursements associated with a specific mission assignment for allowable expenses that fall within the approved budget for deployment. Allowable expenses include travel, lodging, meals, supplies, and equipment incurred for deployment and any negotiated expenses specific to the deployment or mission assignment. Unless negotiated and approved under a specific mission assignment and deployment(s), the Commission will not reimburse costs already included in the program’s budget under its existing Volunteer Iowa or AMERICORPS grant(s). This preclusion includes both the CNCS and non-CNCS shares of staff salaries paid, participant costs, staff overtimes, administrative overhead and fees and/ or any other costs. The GRANTEE is responsible for following all reimbursement procedures and allowable cost policies outlined or referenced in the Disaster Deployment Agreement between Volunteer Iowa and AMERICORPS that will be provided to the GRANTEE in the case of mission assignment and deployment. 7. LIABILITY. GRANTEE ensures adequate liability coverage for any mission assignment or deployment. Any deployment outside of the scope of the program’s normal duties or not covered by existing policies will be covered by the state as members will be considered acting on behalf of the state for deployment purposes. 8. RECORD KEEPING. Records will be maintained by the GRANTEE and Volunteer Iowa in a manner consistent with the reporting requirements of the Iowa Department of Revenue and Finance, the State of Iowa Auditor's Office, the Corporation for National and Community Service and the Federal Emergency Management Agency. Source documentation sufficient to support expenditures will be provided by the GRANTEE. GRANTEE shall keep a copy of receipts requested for reimbursement for a period of 6.25 years from the end of the mission assignment. 9. TRAINING. Volunteer Iowa recommends GRANTEE provide training on disaster preparedness, response, and recovery to all AmeriCorps members; however, Volunteer Iowa will ensure task-specific training is provided to members if they are requested to assist in a disaster. Additionally, members selected to participate in the Volunteer Iowa A-DRT will receive intermittent training throughout their service year. 10. TERMINATION. This agreement may be terminated in part or completely with or without cause by either Volunteer Iowa or GRANTEE upon thirty (30) days written notice. 11. AMENDMENTS. Any amendment to this agreement shall be by the mutual consent of the parties, be in writing, and be appended to this agreement. 12. DEPLOYMENT. Any deployment not ordered by the Governor will be voluntary and can be rejected by the Commission or the GRANTEE. Programs will not be reimbursed for any disaster response unless a specific deployment for that activity is issued. Multiple deployments may be issued under any specific mission assignment received by Volunteer Iowa and/or AMERICORPS. 13. ADMINISTRATORS. GRANTEE and Volunteer Iowa each will designate one representative to serve as administrators and contacts of this Iowa Disaster Response Team agreement. GRANTEE will complete the appropriate section on the signature page to designate a contact. For GRANTEE: see signature page For Volunteer Iowa: Name: Adam Lounsbury Phone: 515-348-6230 Email: Adam.Lounsbury@volunteeriowa.org Attachment D Request for Approval of Alternate Member Management & Timekeeping System: Notification of Additional Fees & Reporting Requirements Effective member management and timekeeping is critical for the success of any AmeriCorps State program. Applicants were required to budget for costs of participation in the state’s member management and timekeeping systems. Grantees who wish to use another member management and timekeeping system may be allowed to do so, with Volunteer Iowa approval prior to the start of member service and at additional cost to account for increased Volunteer Iowa staff time required to conduct required monitoring in a separate system. Any grantee wishing to use an alternate member management and timekeeping system can seek formal approval by completing this form to provide additional detail about the alternate system and to acknowledge the additional fees and reporting requirements to be incurred. Volunteer Iowa will then provide notification if the request is approved or denied. Alternate system/platform requested: _______________________________ Have you previously used this system for AmeriCorps member timekeeping: ☐Yes ☐No Please initial the following sections to acknowledge these requirements: If approved for use of an alternate system, Grantee agrees to pay a cost of $32/member as a fee to Volunteer Iowa for use of an alternate member management/timekeeping system. Initials: _______________ Cost Reimbursement Grantees agree to provide Volunteer Iowa staff limited access to the alternative timekeeping system for the duration of the project period for the purpose of completing required monitoring. If such access is not available, the Grantee agrees to submit a monthly timekeeping report in IowaGrants for the same period, for the purpose of monitoring by Volunteer Iowa Staff. Such a report must come directly from the system and should indicate submitted and approved hours per member. Initials:_______________ Fixed Amount Grants are responsible for monitoring their own member timekeeping in alignment with federal grant requirements and maintaining timekeeping records for audit purposes; no timekeeping reporting to Volunteer Iowa is required. Initials: ________________ America Learns MVM MVM MVM MVM