Intent to Apply for Volunteer DBQ 2023City of Dubuque Consent Items # 06.
City Council Meeting
ITEM TITLE: Intent to Apply for Volunteer DBQ 2023
SUMMARY:
SUGGESTED
DISPOSITION:
ATTACHMENTS:
Description
Copyrighted
December 19, 2022
City Manager recommending City Council adopt a resolution to approve
an application for Volunteer DBQ 2023.
RESOLUTION Authorizing the Mayor to execute an application for the
Volunteer DBQ 2023 and authorizing the Leisure Services Manager and
the City Manager to approve the application
Suggested Disposition: Receive and File; Adopt Resolution(s)
Intent to Apply for Volunteer DBQ 2023-MVM Memo
Staff Memo
Resolution
Application
Type
City Manager Memo
Staff Memo
Resolutions
Supporting Documentation
THE C
DUjIBQTE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Intent to Apply for Volunteer DBQ 2023
DATE: December 14, 2022
Dubuque
WAWca 914
ii
2007-2012.2013
2017*2019
Leisure Services Manager Marie Ware is recommending City Council adopt a resolution
to approve an application for Volunteer DBQ 2023.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Manager
THE CITY OF
D
__B E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie Ware, Leisure Services Manager
SUBJECT: Intent to Apply for Volunteer DBQ 2023
DATE: 12/13/2022
Dubuque
AFArkt C"
2007-2012.2013
2017*2019
INTRODUCTION
The purpose of this memorandum is to request approval of application and resolution
for Volunteer DBQ 2023.
DISCUSSION
In November 2020, the City of Dubuque AmeriCorps Program submitted an application
for a Volunteer Generation Fund grant. The city was selected and awarded the grant in
January 2021. In November 2022, Volunteer Iowa opened the continuation grant for
current awardees for 2023 funding. The program has submitted the continuation grant
proposal. Volunteer Generation Fund (VGF) grant funds support development and
strengthening of the volunteer infrastructure in Iowa through Volunteer Centers.
All organizations funded under this grant support the following functions of a Volunteer
Center external to their own organization: a) connect people with opportunities to
volunteer and serve-, b) increase capacity for organizations to engage volunteers in
meaningful service; c) promote volunteering; and, d) develop internally and/or support
partners in developing local programming/ projects designed to utilize volunteerism as a
solution to community problems.
In the grant submission, it was determined that the VGF grant could help the city build a
framework for civil fine and fee diversion through community service as part of the
Equitable Fines and Fee Reform, and also benefit the City of Dubuque's efforts to
engage low-income and communities of color in volunteering. Studies have shown that
low-income and communities of color are less likely to participate in structured volunteer
services.
Anticipated Amount: $29,799.00
Match Required: Yes
Match Funding Source- City of Dubuque $30,131
Match Amount: $30,131.00
Application Due Date- 11/18/2022
Anticipated Notification Date: 12/16/2022
Anticipated Receipt of money- 1/1/2023
Departments Involved: Leisure Services
GRANT OBJECTIVE
The grant intended goal is to help Dubuque's efforts to create a robust, service -focused
volunteer cohort that is representative of our citizens. The grant application focuses
heavily on encouraging community members of diverse backgrounds to volunteer in
many ways, while also identifying the volunteering needs in Dubuque, and helping these
organizations create equitable practices in engaging diverse volunteers and retaining
these volunteer's services. There is a future opportunity to reapply for these funds, at
this time.
GOAL(S) ADDRESSED
Comprehensive Plan: Economic Prosperity
Outcome(s)
Workforce retention/recruitment and skills challenges to maintain strong employment
growth and
occupational diversity
Comprehensive Plan: Social and Cultural Vibrancy
Outcome(s)
Promote healthy lifestyles
Council Goal: Partnership for a Better Dubuque: Building our Community that is
Viable, Livable and Equitable
Outcome(s)
Become an inclusive and welcoming community for all
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)
Access to wealth and social capacity — financial, spiritual, social, etc
More ownership of "end" products — residents involved in the process and support
outcomes
Sense of community pride and commitment to the Dubuque community
ACTION STEP
I am requesting that you approve the application and resolution for Volunteer DBQ
2023.
CC: Jennifer Larson, Director of Budget and Finance
Nathan Kelleher, Budget/Financial Analyst
MW/hs
Prepared by Made Ware Leisure Services 2200 Bunker Hill Rd Dubuque IA 52001 (563) 589-4262
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 13t" St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 380-22
RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN APPLICATION FOR
THE VOLUNTEER DBQ 2023 AND AUTHORIZING THE LEISURE SERVICES
MANAGER AND THE CITY MANAGER TO APPROVE THE APPLICATION
Whereas, the City of Dubuque administers Volunteer DBQ 2023; and
Whereas, the City of Dubuque proposes to continue administering the Volunteer
DBQ 2023.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA, THAT:
Section 1. That the Mayor hereby is authorized and directed to submit an
application for the Volunteer DBQ 2023 on behalf of the City of Dubuque.
Section 2. That the Leisure Services Manager and the City Manager are hereby
authorized to approve the application that is submitted to Michelle Raymer.
Section 3. That the City Manager is hereby authorized and directed to forward said
application and resulting standard executed contract to the respective agencies in a timely
fashion and as required by the Iowa Commission on Volunteer Service.
Passed, approved and adopted this 19th day of December 2022.
Attest:
Adrienne N. Breitfelder,`City Clerk
Application
488464 - 2023 Volunteer Generation Fund Continuation Grants - Final
Application
491226 - Volunteer DBQ 2023
Volunteer Generation Fund 21-23
Status: Submitted
Applicant Information
Primary Contact:
Submitted Submitted Heather
1204 P
Date: 11:04 P M 22 By. Marie
Satterly
AnA User Id
HEATHER.SATTERLY@IOWAID
First Name*
Heather Marie Satterly
First Name Middle Name Last Name
Title:
AmeriCorps Director
Email:*
hsatterl@cityofdubuque.org
Address:*
2200 Bunker Hill Rd
City* Dubuque Iowa 52001
City State/Province Postal Code/Zip
Phone:* 563-513-5536
Phone
Program Area of Interest* AmeriCorps Competitive
Fax:
Organization Information
Organization Name:* City of Dubuque
Organization Type:* City Government
DUNS: 09-310-5302
Unique Entity Identifier
(UEI)
Organization Website: www.cityofdubuque.org
Address: 50 West 13th Street
Dubuque Iowa 52001
City State/Province Postal Code/Zip
Ext.
Phone: 563-589-4210
Ext.
Fax: 563-589-4221
Minority Impact Statement
Does the
proposed grant
program or
policy have a
disproportionate Yes
or unique
positive impact
on minority
persons? *
Describe the
This program will be focused on supporting Communities of Color and Low -Income
positive impact
communities in Dubuque through barrier reduction through volunteerism and engaging
expected from
these communities in volunteer service by providing direct engagement and support, and
this project.
to help these communities experience the many ways that a person can volunteer in their
community.
Detail the
rationale for the The City of Dubuque is working to address disparate impacts that Fines and Fees have
existence of the on marginalized communities. One focus of Volunteer DBQ will be to work with low
proposed income and marginalized community members to "pay off" their city -issued fines and fees
program or using 'diversion' practices through Volunteer DBQ.
policy.
Indicate the
group(s) Women, Persons with a Disability, African Americans, Latinos, Asians or Pacific Islanders,
positively American Indians, Alaskan Native Americans
impacted.
Could the
proposed grant
program or
policy have a
disproportionate No
or unique
negative impact
on minority
persons? *
I hereby certify
the information
above is
complete and Yes
accurate to the
best of my
knowledge.*
Community Impact Director
Title
Cover Sheet -General Information
Authorized Official
Name* Heather M Satterly
Title* Community Impact Director
Heather
First Name
Organization* City of Dubuque
If you are an individual, please provide your First and Last Name.
Satterly
Last Name
Address* 50 W 13th St
City/State/Zip*
Dubuque, IA Iowa 52001
City State Zip
Telephone Number*
563-513-5536
E-Mail*
hsatterl@cityofdubuque.org
Fiscal Officer/Agent
Please enter the "Fiscal Officer' for your Organization.
If you are an individual, please
provide your First and Last Name.
Name*
Jennifer Larson
Title
Finance and Budget Director
Organization
City of Dubuque
Address
50 W 13th St
City/State/Zip
Dubuque, IA Iowa 52001
City State Zip
Telephone Number
E-Mail jlarson@cityofdubuque.org
County(ies) Participating,
Involved, or Affected by Dubuque County
this Proposal*
To find your district, click on the "Congressional Map" link. On the lefthand side of the page, click on the drop -down list and click on
"State of Iowa". Then, enter an address for the countylies you serve in the Search bar. Click "Enter" This will provide you with your
Congressional District, Iowa Senate District and Iowa House District.
Congressional District(s)
Involved or Affected by
1st -Rep. Ashley Hinson
this Proposal*
Congressional Map
Iowa Senate District(s)
33
Involved or Affected by
Iowa Senate Map
this Proposal*
Iowa House District(s)
65
Involved or Affected by
Iowa House Map
this Proposal*
VGF Acknowledgements
I understand that our
organization is expected
to become an active Yes
member of the Volunteer
Centers of Iowa.
I understand that our
organization is
responsible for
developing a system for Yes
collecting and analyzing
data related to the VGF
grant.
Our organization will Yes
submit required progress
reports, expense
reports/claims, Federal
Financial Reports (FFR),
closeout reports and
other reports as detailed
in the grant agreement.
I understand that our
agency will be expected
to fully participate in
training and technical
assistance sessions
related to VGF, including
conference calls and Yes
other webinar and
(pending guidance from
health officials) in -person
training opportunities that
will be scheduled in
advance.
I agree that our
organization will
participate and cooperate Yes
with evaluation efforts
conducted by Volunteer
Iowa or its designees.
I agree that our
organization will comply
with the branding Yes
requirements of VGF,
including use of
I understand that our
agency is expected to
have a locally
administered on-line
connecting site with
functionality that
connects prospective Yes
volunteers with nonprofit
volunteer opportunities. I
understand that the state
will provide a statewide
portal as an option that
meets this requirement.
I agree that our agency
will create account(s) on
Rallyhood and regularly
monitor and participate in
discussions on the site.
Further, I agree to keep Yes
Volunteer Iowa informed
of significant issues that
impact our VGF grant,
such as personnel
changes, funding
challenges, etc.
I agree that our
organization will maintain
updated organizational
policies and procedures
in accordance with CNCS
requirements and OMB Yes
circulars and regulations.
I further agree to provide
copies or a link to
requested policies and
procedures upon receipt
of the VGF grant.
Narrative Updates
Continuation Changes
Please describe in detail any significant changes from previously proposed year two grant activities. An explanation of why the
changes are being proposed should be included. Include changes to how key functions will be met, such as expected number, length,
and/or frequency of services and activities, as relevant. Outline any changes to the timing for activities, corresponding with your
updated Grant Timeline (Exhibit 8).
Continuation The process of hiring the full-time Community Service & Outreach (CS&O) Coordinator
Changes and the full-time Community Impact Administrative Assistant was transferred to Human
Resources in early November. The hiring timeline is as follows. The Human Resources
department is pausing all hiring processes from November 20 through December 2, as
the city?s Neogov application portal and other processes are being updated. The
positions are set to begin accepting applications during the first week of December and
will be accepting applications for two weeks. Interviews will be held after the holiday
season in the first and second weeks of January 2023. Recommendations for hire for
each position will be made to Human Resources and the City Manager. With that
approval, offers will be made to the selected applicants, with the goal of having the
positions filled and started in their positions by the beginning of February, depending on
applicant availability timelines. With both of these positions starting at approximately the
same time, this will allow for cross -training and collaboration while they build out the
program to its full capacity. The Administrative Assistant will provide technical support
directly to the VolunteerDBQ site and users, while the coordinator will work directly with
organizations on implementing volunteer management practices and will be an integral
part of the City of Dubuque?s Equitable Fine and Fee Reform team, focusing on the
development and implementation of a Community Service diversion framework for
municipal fines and fees for low-income community members. The coordinator will also
work internally with departments to leverage volunteers to prevent future fines and fees
from being assessed to high -needs populations (similar to our DBQ Shovel Crew Pilot
program). The AmeriCorps Coordinator and Community Impact Director will continue to
provide maintenance -level support to the program until these positions are filled.
Continuous Improvement
In the Continuous Improvement Section, please detail any challenges or hurdles faced in the current grant year and steps or actions
taken to overcome these roadblocks. If you noticed any activities that went well and which you plan to expand or build upon in the
future, please detail those in this section as well.
Limit: 5000 characters
Continuous Organizations have shown a great interest in being a part of one -day volunteer events.
Improvement This is something that we are moving forward to expand with the local colleges in a larger
collaboration for a volunteer day across campuses and city-wide with organizations.
Community organizations have identified struggles with organizational capacity in
prioritizing time to allocate to volunteers throughout the year or on a regular basis, which
has increased interest in these larger -scale, ?one-time? volunteer opportunities. Since
Dubuque has many non -profits that are still not actively managing their volunteers in a
productive way, and other non -profits that struggle to recruit volunteers, we continue to
provide organizations with simple instructions related to posting volunteer opportunities
on Get Connected while also counseling on finding smaller tasks that would engage
people in their organization. Getting these organizations thinking about volunteer
engagement for one -day events helps develop a solid foundation, allowing them to
identify ways to incorporate volunteers to address their organization's needs. This is
evident through the responses that we have received from the Volunteer Iowa Capacity
Building Survey. Moving forward, the program will build on this foundation by providing
organizations with resources that can assist with simple volunteer management functions
within VolunteerDBQ site alongside best practices for volunteer management. These
resources will be stored on VolunteerDBQ.com for continued access.
The program continues to reach out to new organizations with recommendations for
making volunteer recruitment posts more attractive and informative, and with ideas for
recruitment and training to support organizational volunteer coordinators.
The program will continue to highlight organizations and volunteer opportunities both
through social media with our partners at United Way and our VolunteerDBQ newsletter.
On a bi-weekly basis, we highlight upcoming volunteer opportunities on the City of
Dubuque?s Wednesday Webinar. We have seen VolunteerDBQ continue to grow in its
organization use for recruitment and the number of users continues to increase.
The program uses results from the Capacity Building Survey to strategically guide our
efforts to focus on areas that organizations may deem as ?Poor? or not yet prevalent in
their organization. We will continue to put general information the quarterly newsletter
about recruitment, retention, and recognition. Resources related to DEI information have
been supported by the Coordinator through the sharing of opportunities and the
production of DEI newsletter and placement on the volunteer web portal will provide
support that can be reached at a time that it convenient for the organization.
Over the last year, actively gathering pertinent information from organizations has helped
us to develop a monthly checklist for organizations that will limit administrative work and
allow for more time spent on posting new needs and managing volunteers. This checklist
will help to prepare organizations to educate new personnel in the event of
employee/volunteer turnover.
Sustainability
Describe plans to ensure the Volunteer Center's sustainability in the future, including your success in obtaining diverse support for the
VGF project in previous years and any plans for continued or new support. Discuss the in -kind and cash commitments that you have
obtained, the additional commitments you plan to secure, and how they will be used to support this project.
Limit 2500 characters
Sustainability In FY22, the City of Dubuque approved the request to fund a Full -Time Community
Service and Outreach Coordinator position fully out of City funds, giving the grant a
reliable source of an in -kind match, as this position will oversee the key functions of the
VGF grant. Additionally, in FY23, the AmeriCorps division was reclassified as the
Community Impact Division, due to its expanded responsibilities, and was granted an
Administrative Assistant position to support the many duties across the division, including
approximately 1 /3rd of the position?s time the VGF grant. These two positions are set to
be hired in early 2023. Upon the hiring of those positions, the program will identify ways to
leverage community volunteers to support the program?s infrastructure. The partnership
with United Way has also supported the program, financially, by agreeing to allocate part
of its budget for any supplies needed, such as promotional materials. Internally, the City
of Dubuque departments utilizing volunteer engagement projects is continuing to grow.
Last year we supported Office of Shared Prosperity with neighborhood support and
Engineering with their pilot Shovel equity program. This year we have supported the
Multicultural Family Center with volunteer outreach in their teen programming as well as
singular events like the food pantries. We have also supported and Arts and Cultural
Affairs with volunteer outreach as well as recruitment amplification conversations.
Budget Changes
Outline any budgetary changes. Describe how the budgeted amount is adequate and necessary to be effective in supporting your
Volunteer Center, including how it is sufficient to support the proposed activities and is linked to your anticipated outputs and outcomes.
Limit: 5000 characters
Budget The budget of $29,799 will be used to cover the salary and benefits of the Community
Changes Impact Administrative Assistant?s time spent (37%) on the VGF grant. Additionally,
federal funds will be used to cover mileage and parking costs ($500) that may be
associated with in -person meetings and the cost to attend virtual trainings/conferences of
MAVA ($910). $3,208 in Federal funds will also cover the annual cost of the Get
Connected License, the associated SSL License and the cost of the VolunteerDBQ.com
domain licenses, and NSCHC checks for the Assistant and Coordinator. The federal
share will be matched with $30,151 in in -kind time from the Community Service &
Outreach Coordinator?s salary and benefits. As this position is not yet filled, the matching
amount is based on the City's base rate for the position. In total, the program anticipates
at least 1,525 hours of direct City staff time will be allocated to VolunteerDBQ. This is not
taking into account any time spent on the grant from the Community Impact Director, time
spent by other City staff working to support the Equitable Fine and Fee reform diversion
program, or the time allocated to Volunteer DBQ by our partner, United Way of the
Dubuque Area Tri-States. With the limited time allocated to VolunteerDBQ by the
AmeriCorps Coordinator in 2022 and the program being very close to achieving all of our
performance measures through these struggles, we believe that this increased staff time
will be sufficient to reach the anticipated performance measures.
Performance Measure Narrative
In this section, please describe your success in meeting past performance measures. If you were unable to meet your performance
measures, please identify any challenges you had with tracking, reporting or meeting identified performance measures and steps you
have taken to overcome these challenges. In addition, please make note of any additional measures that are being tracked by your
organization (outside of those required by the VGF grant requirements) and your success in achieving those measures or challenges in
meeting the organizational measures. If you have plans to track any additional measures for the upcoming grant period, please note
those in this section.
Limit: 5000 characters
Performance Three of this year?s performance measures are on track to be met. With part of the last
Measure quarter remaining, we are continuing to make organizational connections to support 60
Narrative organizations with capacity -building services (Measure 1). Currently on VolunteerDBQ
site, we have 145 organizations registered and there are still more within the Dubuque
area. Further engagement with new organizations will build awareness of VolunteerDBQ.
Both the number of volunteers (measure 3) and the volunteer hours (measure 4) goals
have been met and exceeded at the time of this continuation application. The most
reliable information about volunteer tracking comes from the Get Connected system
responses.
Based on the current division restructuring that occurred in November 2022 to prepare for
the hiring of the two staff (Coordinator and Division Assistant) that will work on the VGF
grant, and the redirection of the AmeriCorps Coordinator?s time to focus on the
AmeriCorps grants, we do not anticipate being able to reach the 48 organizations
reporting an increase in capacity -building services (measure 2), as we will only be able to
provide maintenance level support during the transition. Performance Measure 2, the
organizations reporting improvement in 3 or more areas, has been the most complicated
and challenging performance measure. The biggest issue that the program has faced
related to this performance measure has been the organizational capacity of the
organizations being supported. Due to their limited capacity, most organizations have not
prioritized responding to a longer 16-question survey, where most questions may not be
relevant to the services provided to them. The program has been able to improve our
tracking of this measure since Volunteer Iowa has revised the process to allow for
strategic questions to be asked of each organization, which will help to limit the overall
ask of the organizations to complete the survey. Moving forward, the program will be
more strategic about asking questions regarding areas where improvement is seen. We
anticipate using a range of 3-10 questions depending on the organization and the
capacity -building support being provided. Additionally, the program will administer the
survey immediately after supporting an organization, and in regular intervals over the
course of the program year.
To streamline information and communication, the program will work with organizations to
update volunteer information in the Volunteer DBQ system. This will provide the program
with the ability to communicate with community volunteers about large-scale opportunities
or in the event of a disaster. In the next quarter, we will be holding a mock Community
Disaster Volunteer Center event and be working with the Emergency Management
organizations on methods for sharing volunteer information gathered. This information
will be focused on general interest and gathering skill -specific information to be inclusive
of the diverse range of volunteer abilities.
In addition to our VGF performance measures, the City tracks the number of city staff
actively reporting the use of their paid volunteer leave, which has increased significantly
from 21 people and 107.5 hours in FY 21 to 47 people and 314.25 hours in FY 22. The
program hopes to continue this increased growth in FY23 and will be able to report the
data after June 30, 2023.
Budget
Budget Category
Section
Personnel Expenses
Personnel Fringe Benefits
Staff Travel
Supplies
Contractual and Consultant Services
Training
Other Program Operating Costs
Section II.
Administrative
Totals
Grantee Share
Federal Share
Match %
Total Project Costs
Local Match
CNCS Funds
Fed+Local
$21,709.00
$17,050.00
0.56
38759.0
$8,422.00
$7,756.00
0.52
16178.0
$0.00
$500.00
0
500.0
$0.00
$0.00
0
0
$0.00
$0.00
0
0
$0.00
$910.00
0
910.0
$0.00
$3,208.00
0
3208.0
$0.00
$375.00
0
375.0
$30,131.00
$29,799.00
59,930.0
VGF Performance Measures
Number of organizations
that received capacity 60
building services
Number of organizations
that increase their
efficiency, effectiveness, 40
and/or program reach as a
result of capacity -building
services provided
Number of volunteers
leveraged (recruited, 250
coordinated, and
supported by your grant)
Number of hours served 1250
by leveraged volunteers
Supporting Documentation
File Name Description File
Size
2021 ACFR City of Dubuque lowa.pdf (12.1 MB)
2023VGFExhibitABudgetNarrativeWorksheet (1).xlsx (87 KB)
2023VGFExhibitBTimelineDBQ.docx (42 KB)
Community Impact Administrative Assistant FINAL 11-2-22.docx
(24 KB)
Community Service Outreach Coordinator FINAL 11-1-22.docx
(24 KB)
Org Chart.pdf (763 KB)
4. 2021 ACFR City of Dubuque IA 12.1 MB
1. Exhibit A - VolunteerDBQ Budget Narrative Workbook 87 KB
2. Timeline of Volunteer DBQ grant Activities 42 KB
3. Community Impact Administrative Assistant Job 24 KB
Description
3. Community Service and Outreach Position Description 24 KB
5. City of Dubuque Organizational Chart with Community 763 KB
Impact
APPENDIX A. 2023 VOLUNTEER GENERATION
IWA FUND RFA- BUDGET NARRATIVE WORKSHEET
You must enter your budget directly in IowaGrants.
The purpose of the budget checker is to serve as a tool for you as you work through your budget. The checker is formatted to show errors
as a help. Please enter your calculations and budget information for AmeriCorps the Agency VGF share and Grantee share in the
cells below. The information included in the Budget Worksheet should be identical to the information you enter in the IowaGrants
budget.
VGF Shar
A. Personnel
Community Impact Administrative Assistant - 1 person at 46067 each x 37% usage $17,050 $17,050
Community Service antl Out reach Coordinator- l person at 60301 each x 36%usage $21,709 $21,709
$0
$0
$0
$0
$0
$0
$0
$0
Section LA Personnel Total $17,050 $21,709 $38,759
B. Personnel Fringe Benefits
Note: If a hinge benefit amount is over 30%, please list covered items separately endju nify the
high cast. Holidays, leave, and similar vacation benefits are not included in the fringe.
Community Impact Administrative Assistant Fringe Benefits: @ 37% of City-spcnswed benefits packs $7,756 $7,756
Con munity Service & Outreach Coordinator Fdnge Bmefits: @ 36% of City- sponsored bene6ls parka $8,422 $8,422
$0
$0
$0
$0
$0
$0
$0
$0
Section 1.13 Personnel Fringe Benefits Total $7,756 $8,422 $16,178
C. Staff Travel
VGF Staff Mileage & Parking for Meetings $500 $500
$0
$0
$0
$0
$0
$0
$0
$0
$0
Section LC Staff Travel Total $500 $0 $500
E. Supplies
Note: You must individually list any single item costing $1,000 or more.
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Section LE Supplies Total $0 $0 $0
F. Contracts & Consultants
Note: Daily rate must be included in the calculation.
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Section I.F Contracts & Consultants Total $0 $0 $0
G.1 Staff Training
MAVA DEI Conference Regislrafmn fw Coordinalw &Assistant (2 staff @ $250 each) $500 $500
MAVA Volunteer Impact Leadership Training Series (2 staff @ $205 each) $410 $410
$0
$0
$0
Section I.GA Staff Training Total $910 $0 $910
H. Evaluation
$0
$0
$0
$0
Section I.H Evaluation Total $0 $0 $0
I. Other Program Operating Costs
Get Connected License for Voluntear DBQ +Security License $3,000 $3,000
VoluntmrDBQ.org dw en license ($1on fw annual redirect license) $100 $100
NSCHC Check for Coordinator+ Administrative Assistant (2 checks @ $54 each)
$108
$108
$0
$0
$0
$0
$0
$0
$0
Section 1.1 Other Program Operating Costs Total
$3,208
$0
$3,208
$59,55bl
Wiion II: Administrative/Indirect C
A: Federal Fixed Percentage Method
Iryou are using a State or Federally Approved Indirect Coat Rate, do not enter amounts here, enter In B.
VGF share may be c or to Grenlee Share should be
Corporation Fixed Amount
$0
5.00%-10.00%or less #REFI
Commission Fixed Amount
$0
Section III.A Total
$0
$0
$0
B: Federally Approved Indirect Cost Rate Method
n you are using the Corporation Fixed Percentage Method, do not enter amounts here, enter In A.
Maximum Grantee Share
Indirect Cost Rate using MTDC Method:' (enter Rate) 40.07%
$0
based on Rate Entered #REFI
VGF share may be <or=to
Federal Fixed Amount
$375
ir
-
5.00%
Commission Fixed Amount
$0
Section 111.13 Total (enter totals in eGrants)
$375
$0
$375
Section III Total
$375
$0
$375
Budget Total
$29,799
$30,131
$59,930
Match Percent
49.72 %
50.28 %
There is no minimum math r,q,i,,d in 2021.
Note: 'These calculatlons assume the Modified Total Direct Costs (MTDC) method is used for the Federally Approved Indirect Cost Rate and are maximums hall amounts reported to Section I of the grant are eligible to have the indirect rate
epplfed to them. A manual calculation should be performed for maximum total Federal VGF and Grantee Share Administration and maximum for Section III.B if an organization with a federally approved indirect rate uses abase other than
MTDC or if MTDC is used but certain amounts in Section I and 11 are not part of the base that the rate should be applied to. In such a case, the formulas in the yellow cells in Section II Grantee Share should be disregarded, and the applicant
should enter the appropriate numbers in place of the formulas.
This worksheet is adapted from a form originally created by the OneStar Foundation of Austin, Texas
Sample 2023 VGF GRANT Timeline
*Please note this example is given for illustrative purposes only and does not represent the expected activities and timeline for each grantee.
••
1
2
3
4
5
6
7
8
9
10
11
12
•• • • • ••
2023
2023
2023
2023
2023
2023
2023
2023
2023
2023
2023
2023
1A.1 Meet with 5 organizations each month [to discuss an overview
of their organization, current volunteer needs, services provided by
the volunteer center, and potential new skills -based volunteer
X
X
X
X
X
X
X
X
X
X
X
X
opportunities.] Start: 1121 Ongoing
1A.2 Follow-up with each organization within three days [via email
with an electronic list of services, opportunities, and resources. Add
organization to e-newsletter listsery and follow on social media.]
X
X
X
X
X
X
X
X
X
X
X
X
Start: 1121 Ongoing
1A.3 Publish a quarterly e-newsletter for organizations [featuring
announcements, upcoming opportunities, and information about
X
X
X
X
volunteer management best practices.] Start: 1121 Ongoing
1A.4 Conduct annual survey of organizations [to evaluate quality of
services provided by the Volunteer Center, impact of the services
provided by the volunteer center, level of engagement of volunteers
within their organization, and services they would like the Volunteer
X
X
X
Center to provide in the future.] Start 9123 Survey development,
10123 Implementation, 11123 Data Evaluation
1A.5 Produce a monthly organization spotlight [highlighting an
organization who is implementing effective volunteer management
practices and has high quality volunteer opportunities. Include
information on the impact volunteers have on the organization.
X
X
X
X
X
X
X
X
X
X
X
X
Promote through local newspaper feature, volunteer e-newsletter,
and on social media.] Start: 1121 Ongoing
2A.6 Conduct annual check -in calls or meetings with organizations
[to discuss updates within the organization, as well as updates on
X
X
X
X
X
X
X
X
X
X
X
X
Sample 2023 VGF GRANT Timeline
*Please note this example is given for illustrative purposes only and does not represent the expected activities and timeline for each grantee.
services and activities provided by the Volunteer Center.] Start:
1121 Ongoing
2
Sample 2023 VGF GRANT Timeline
*Please note this example is given for illustrative purposes only and does not represent the expected activities and timeline for each grantee.
•••
1
2023
2
2023
3
2023
4
2023
5
2023
6
2023
7
2023
8
2023
9
2023
10
2023
11
2023
12
2023
• ••
16.3. Share information for organizations about Get Connected,
[it's benefits, how to get started, and user tips in initial outreach
materials, launch events, in -person meetings, organization e-
newsletters, trainings, volunteer manager professional
X
X
X
X
X
X
X
X
X
X
X
X
development gatherings, and technical assistance sessions.]
Start: 1121 Ongoing
1BA Post internal Volunteer Opportunities on Get Connected site
Start: 1121 Ongoing
X
X
X
X
X
X
X
X
X
X
X
X
16.5. Review organizations' listings and opportunity postings and
provide feedback [on how to make improvements to be more
X
X
X
X
X
X
X
X
X
X
X
X
effective.] Start: 1121 Ongoing
16.6. Highlight opportunities posted on Get Connected on the
Volunteer Center website, social media, local newspaper
spotlight, local access channel spotlight, and volunteer e-
X
X
X
X
X
X
X
X
X
X
X
X
newsletter. Start: 1121 Ongoing
113.7. Include information about Get Connected in all outreach
[including the Community Marketing Campaign, Employer
Outreach Plan, and Day of Service outreach to encourage citizens
X
X
X
X
X
X
X
X
X
X
X
X
to visit Get Connected to find volunteer opportunities.] Start: 1121
Ongoing
1
2023
2
2023
3
2023
4
2023
5
2023
6
2023
7
2023
8
2023
9
2023
10
2023
11
2023
12
2023
Meet with 5 organizations each month to support the
development of the organization's Diversity, Equity and Inclusion
volunteer recruitment and retention strategies. Encourage the
X
X
X
X
X
X
X
X
X
X
X
X
development of internal Employer Volunteer Initiatives for the
organization's employees.
Sample 2023 VGF GRANT Timeline
*Please note this example is given for illustrative purposes only and does not represent the expected activities and timeline for each grantee.
Start: 3121 Ongoing
Publish a quarterly Diversity, Equity and Inclusion e-newsletter
for organizations [featuring announcements, upcoming
opportunities, and information about volunteer management
X
X
X
X
best practices.]
Start:1122 Ongoing
Work with nonprofits, schools and government organizations to
develop needs profiles around the organization's volunteer
X
X
X
X
X
X
X
X
X
X
X
X
needs.
Start: 6121 Ongoing
Work with City of Dubuque's Human Resources and Public
Information office to disseminate volunteer opportunities and to
X
X
X
X
X
X
X
X
X
X
X
X
engage staff to complete a Get Connected volunteer profile.
Start: 10121 Ongoing
3- 2023: Promote Volunteering.1
2023
2
2023
3
2023
4
2023
5
2023
6
2023
7
2023
8
2023
9
2023
10
2023
11
2023
12
2023
Produce a bi-annual organization/volunteer recognition
ceremony [National Service Recognition Day(April) for National
Service Organizations; Extra Mile Day (November) for community
X
X
organizations/volunteers]
Start: 4121 Ongoing
Work with City of Dubuque's Human Resources and Public
Information office to disseminate volunteer opportunities and to
X
X
X
X
X
X
X
X
X
X
X
X
engage staff to complete a Get Connected volunteer profile.
Start: 10121 Ongoing
' 1
2
3
4
5
6
7
8
9
10
11
12
programming/projects designed to use 2023
volunteerism as a solution to natural disasters and other community
2023
2023
2023
2023
2023
2023
2023
2023
2023
2023
2023
Attend Bi-Annual (or as scheduled) Dubuque Community
Organization's Active In Disaster (COAD) meetings and participate
x
x
x
X
x
x
x
x
x
X
x
x
in emergency disaster drills as scheduled.
Start: 9121 Ongoing
II
Sample 2023 VGF GRANT Timeline
*Please note this example is given for illustrative purposes only and does not represent the expected activities and timeline for each grantee.
Conduct Bi-Annual Volunteer Reception Center training to educate
community members on how to set up and implement and use a
X
X
volunteer reception center during times of disaster.
Start: 10121 Ongoing
Monitor and support all community member participating in the
Equitable Fine and Fee Reform program to complete volunteer
service in lieu of barriers- work with the community member on
X
X
X
X
X
X
X
X
X
X
X
X
identifying barriers and identify solutions to those barriers to
encourage successful completion of the volunteer service.
Start:6122 Ongoing
COMMUNITY IMPACT ADMINISTRATIVE ASSISTANT
CLASS CODE: 4440
GE 25 $39,124.80 - $51,168
GENERAL SUMMARY: Designed for a detail -oriented, people -focused individual, interested in
catalyzing resident participation in AmeriCorps service to make positive change on some of
Dubuque's most pressing needs, this position is responsible for performing administrative functions
such as drafting and transmitting correspondence, scheduling appointments, organizing, and
maintaining paper and electronic files or providing information; and perform other duties as
assigned. This valuable team member will be an integral part of supporting efforts to become a high-
performance organization — data -driven and outcome -focused - with the ultimate goal of creating an
equitable community of choice, through planning, partnerships, and people.
DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves responsibility for the
performance of complex and varied clerical duties to support the Community Impact Division in
achieving its goals and program outcomes. The employee in this position reports to the Community
Impact Director and work is reviewed through reports, conferences, and results achieved.
JOB DUTIES:
• Support the AmeriCorps Coordinator in the compliance preparation, collection, and
maintenance of appropriate grant documentation for enrolling and exiting AmeriCorps
Members including, but not limited to AmeriCorps member background checks, citizenship
verification, member service agreements, payroll and expense paperwork, member
evaluations, as well as relevant documentation of AmeriCorps service and training.
• Assist in member orientation and training, events, and service projects in cooperation with
grant activity requirements.
• Create and distribute newsletters, as well as other required notices for members, non-profit
agencies, and the community.
• Assist members with time and service records completion and other reports ensuring timely
completion and submission of program required paperwork.
• Handle quarterly evaluations of AmeriCorps files for audit and archival purposes.
• Support Community Service and Outreach Coordinator in organizational and implementation
activities of Volunteer DBQ Volunteer Center and responsibilities of the Volunteer Generation
Fund grant.
• Serve as a liaison and a communication link between community members, agencies, and
the Volunteer DBQ Volunteer Center.
• Participate in grant -based training and technical assistance sessions, evaluation efforts, and
communication, including conference calls, webinars and in -person training opportunities.
• Organize consultations and training for volunteer programming to departments and partner
organizations utilizing or planning to utilize volunteers.
• Track and monitor AmeriCorps and Volunteer DBQ program paperwork and requirements,
along with AmeriCorps member compliance to the requirements.
• Respond to citizen questions and service requests.
• Attend meetings, conferences and in -services with other community partners.
KNOWLEDGE, SKILLS, AND ABILITIES:
This position requires a broad skill set centered around cultural awareness, human development,
and group dynamics such as:
• AmeriCorps Management, Recruitment, and Community Engagement - Knowledge of
AmeriCorps grant management, the mission and objectives of AmeriCorps and Volunteer
Iowa, and state and federal grant programs and grant application processes; and the various
community programs relating to grant goals.
• Clerical, Data Collection, and Analysis - Strong organizational and record -keeping abilities.
High-level ability to work with computers and tech, software programs, and maintain and
prepare reports. Working knowledge of computer hardware and software, including MS
Windows, Word Excel, and Teams. Knowledge of administrative and clerical procedures and
systems such as word processing, managing files and records, designing forms, and other
office procedures and terminology.
• English Language Reading Comprehension and Writing - Knowledge of the structure and
content of the English language including the meaning and spelling of words, rules of
composition, and grammar. Reading and understanding written policies, procedures, and
instructions. Writing and compiling reports, findings, and recommendations for co-workers or
customers using both technical and non -technical language. Writing, developing, and
performing presentations.
• Active Listening and Speaking - Listening to others, not interrupting, and asking good
questions through active learning and listening; and clearly presenting routine and complex
issues and reports to others using both technical and non -technical language. Listening to
others for comprehension. Excellent customer service skills.
• Critical Thinking, Judgment, Decision Making and Complex Problem Solving - Thinking
about the pros and cons of different ways or options to solve a problem and picking the best
one. Noticing a problem and figuring out the best way to bring people together to solve the
problem and any differences. Ability to use resourcefulness and tact in solving problems.
• Diversity, Equity, and Inclusion - Knowledge of diversity, equity, and inclusion. Ability to
establish and maintain effective working relationships across cultural differences. Skilled at
working with culturally diverse populations.
MINIMUM QUALIFICATIONS:
• High school diploma or equivalent, and;
• 1 to 12 months on-the-job training as an Administrative Assistant;
• Or the equivalent combination of relevant education and/or experience.
• Experience using computer systems and applications.
PREFERRED QUALIFICATIONS:
• Experience working with a diverse workforce.
• Associate's degree or college -level coursework in a relevant field; and
• At least 1 years of experience in an AmeriCorps Program and/or related structured volunteer
experience.
• The ability to speak Spanish or a second language is preferred.
SUPERVISORY STATUS: None
WORK ENVIRONMENT: Duties require occasional working irregular hours; and nights, weekends,
and holidays as necessary to complete assigned duties and responsibilities. May occasionally be
exposed to wet and humid conditions or other outdoor weather conditions.
PHYSICAL REQUIREMENTS:
• Frequently required to sit, stand, walk, run, kneel, crouch, crawl.
• Occasionally lift and/or move up to 25 pounds.
• Noise level in the work area is typically moderate.
RESIDENCY REQUIREMENT: Employees shall establish their principal place of residence within
thirty (30) miles of the corporate limits of the city of Dubuque as soon as practicable after the
appointment but within two years of appointment.
FLSA STATUS: Exempt
The City of Dubuque provides equal employment opportunities to all employees and applicants for
employment without regard to race, color, ancestry, national origin, gender, sex, pregnancy,
sexual orientation, marital status, religion, age, disability, gender identity, or results of genetic
testing.
Rev. 11-1-22
11/1/22 kd
COMMUNITY SERVICE AND OUTREACH COORDINATOR
CLASS CODE 1980
GE 33 $60,070.40 - $78,561.60
GENERAL SUMMARY: Designed for a creative, energetic, people -focused individual, interested
in catalyzing resident participation in community service and using volunteerism to make positive
change for the most marginalized communities in Dubuque, this position is responsible for
creating and implementing long-term community service engagement and diversion plans that
include consistent and effective communication, engagement, and participation in local
government and community building processes and supporting an inclusive community; and
performing other duties as assigned. This valuable team member will be an integral part of
supporting efforts to become a high-performance organization — data -driven and outcome -
focused - with the ultimate goal of creating an equitable community of choice, through planning,
partnerships, and people.
DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves responsibility for
creating and implementing systems and programs to engage community partners,
neighborhoods, and individuals in the areas of diversion, community service, personal and family
stability, among other activities to address complex community issues; requires the exercise of
independent judgment and is performed with considerable independence. This position will work
closely with the Community Diversion & Prevention Coordinator to achieve division goals and
outcomes. The employee in this position reports to the Community Impact Director and work is
reviewed through reports, conferences, and results achieved.
JOB DUTIES:
• Develop and design an equitable and inclusive framework for City Fines and Fee Reform
diversion utilizing community service practices to reduce unfair financial burdens on
marginalized communities.
• Implement and monitor the City Fine and Fee Diversion Program to identify and remove
barriers to participation for culturally and economically diverse communities.
• Coordinate activities of the Volunteer DBQ Volunteer Center and oversee responsibilities of
the City's Volunteer Generation Fund grant.
• Develop ongoing active recruitment of individuals reflective of the cultural and socio-
economic diversity of the community to fulfill the volunteer needs of departments, community
agencies, and the Volunteer DBQ Volunteer Center.
• Provide coaching, training, and technical assistance opportunities to departments and
partner agencies on using volunteerism and community service programming to address
community crises and community needs.
• Collect, analyze, and synthesize qualitative and quantitative data related to programs and
grants for progress reports and to identify and remove barriers to improve equitable and
inclusive community service opportunities across the organization and community.
• Build and maintain relationships with local nonprofit organizations, schools and government
entities that utilize volunteers learning about the volunteer needs and referring prospective
volunteers to organizations based on the volunteers' skills, interests and abilities.
• Plan and conduct community service projects for Martin Luther King, Jr. Day (annually) and
9-11 Day of Service and Remembrance (annually) and other Days of Service.
• Support Dubuque's Volunteer Reception Center during times of disaster and engage
unaffiliated volunteers in partnership with local Emergency Management officials.
• Collaborate community service engagement with underrepresented groups and develop
strategies to increase community access to information and opportunities related to service.
KNOWLEDGE, SKILLS, AND ABILITIES:
This position requires a broad skill set centered around cultural awareness, human development,
collaboration, and group dynamics such as:
• Volunteer Management, Recruitment and Community Engagement - Knowledge of key
volunteer management processes using a diversity, equity, and inclusion lens. Ability to
make public presentations and work with a variety of social media to engage community
members. Strong customer service, problem -solving, and communication skills with the
ability to relate well to participants, volunteers, families, and community partners. Ability to
communicate effectively, both orally and in writing; and meet the public to obtain and give
information.
• Diversity, Equity, and Inclusion - Knowledge of diversity, equity, and inclusion. Skilled at
working with culturally diverse populations. Attentive to the needs of traditionally
marginalized communities. Ability to establish and maintain effective working relationships
across cultural differences. Knowledge of social identity development and other theories of
individual and organizational change as it relates to intercultural competency and creating
an inclusive and equitable environment for participation.
• Community Engagement - Knowledge of community collaboration, and community
programming. Ability to build relationships and collaborate with others in the community.
Skill at facilitating dialogue across differences in personal values and beliefs. The ability to
build trust and assist people in managing change; and foster an environment where
culturally diverse people can work together cooperatively and effectively meet community
goals.
• Data Collection, Analysis, and Clerical - Strong organizational and record -keeping
abilities. High-level ability to work with computers and tech, software programs, and maintain
and prepare reports. Working knowledge of computer hardware and software, including MS
Windows, Word Excel, and Teams. Knowledge of administrative and clerical procedures
and systems such as word processing, managing files and records, designing forms, and
other office procedures and terminology.
• Administration and Management- Knowledge of management principles involved in
strategic planning, leadership technique, supervision, training, performance evaluation, and
coordination of people and resources.
• Critical Thinking, Judgment, Decision Making, Complex Problem Solving, and
Negotiation - Thinking about the pros and cons of different ways or options to solve a
problem and picking the best one. Noticing a problem and figuring out the best way to bring
people together to solve the problem and any differences. Ability to use resourcefulness and
tact in solving problems.
MINIMUM QUALIFICATIONS:
• Associate's degree or college -level coursework in a relevant field; and
• Experience in data analytics and customer service; and
• At least 2 years of supervisory experience in volunteer management/leadership and/or
related field; OR
• Any combination of relevant education and experience equivalent to 5 years.
• Possession of valid driver's license at the time of hire.
• Experience using computer systems and applications.
PREFERRED QUALIFICATIONS:
9 Experience working with a diverse workforce and community.
Bachelor's degree in social work, community development, public administration, or a
related field.
At least three years of professional experience in developing and implementing volunteer
management programs.
Bilingual or multilingual communication skills and abilities.
SUPERVISORY STATUS: None
WORK ENVIRONMENT: Duties require working irregular hours; and nights, weekends, and
holidays as necessary to complete assigned duties and responsibilities. Work is performed in a
variety of settings including offices, community meetings, businesses, classrooms, and homes in
the community. Frequent independent travel throughout the city is required. May occasionally be
exposed to wet and humid conditions or other outdoor weather conditions.
PHYSICAL REQUIREMENTS:
• Frequently required to sit, stand, stoop, bend, walk, run, kneel, crouch, crawl.
• Occasionally lift and/or move up to 25 pounds.
• Noise level in the work area is typically moderate.
RESIDENCY REQUIREMENT: Employees shall establish their principal place of residence
within thirty (30) miles of the corporate limits of the city of Dubuque as soon as practicable after
the appointment but within two years of appointment.
FLSA STATUS: Exempt
The City of Dubuque provides equal employment opportunities to all employees and applicants
for employment without regard to race, color, ancestry, national origin, gender, sex, pregnancy,
sexual orientation, marital status, religion, age, disability, gender identity, results of genetic
testing, or military service.
Rev. 11-1-22
11/1/22 kd
Citizens of Dubuque
City Attorney City Council - City Clerk
Library _
Airport
Management/Legislative
City Manager
Sustainability
Economi
Emergency
Development
Communications
Arts & Cultural
Affairs
Engineering
Equity &Human
Rights
Facilities
Management
Finance &
Fire
Budget
Ambulance Emergency
Services Management
Housing &
Health Services
Community
Development Code
Enforcement
Human
Information
Services
4
Recreation
Civic Center
Multicultural
Family Center
F—
Parking
KEY
Elected by the
Citizens of Dubuque
CM004-110121
Parks
Grand River
Center
Community
Impact
Leisure
Services
P
Public Works
Transportation
Services
Transit
Water &
Resource
Recovery Center
Planning
Services
Public
Information
Geographic
Information
Systems
Shared Prosperity
& Neighborhood
Support
Water
Appointed by the Appointed by the Appointed by the
City Council Library Board of Airport Commission
Trustees
Appointed by the
City Manager
PROPOSED
GQ
C)RGANI7ATI01
Il 1TI ki [•
Heather
Satterl
Community Impact Manager
Full -Time
TBD Sarah Bernal
CommunityImpact F
� � AmeriCorps Coordinator
Adminlstrative Assistant Full -Time
Full -Time
Hest Site
Supervisors
Prograrn Partners
AmeriCorps
Members
Program Partners
TBD
Community Diversion &
Prevention Coordinator
Full-TIme
TBD
Community Service &
Outreach Coordinator
Full-TIme