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AmeriCorps Partners in Learning and Dubuque Healthy Futures Grant Award Copyrighted August 5, 2019 City of Dubuque Consent Items # 20. ITEM TITLE: AmeriCorps Partners in Learning and Dubuque Healthy Futures GrantAwards 2019-2020 SUM MARY: City Manager transmitting information about the approved funding from Volunteer lowa and the Corporation for National and Community Service forAmeriCorps Partners in Learning for Program Year 2019-2020. SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve ATTACHMENTS: Description Type AmeriCorps Partners in Learning Funding-MVM Memo City Manager Memo Staff memo Staff Memo ICVS Partners in LearningAward Letter Supporting Documentation ICVS Healthy FuturesAward Letter Supporting Documentation Dubuque THE CITY OF � uI�AaMca cih DuB E � � I � � I Maste iece on the Mississi i Zoo�•zoiz•zois YP pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: AmeriCorps Partners in Learning Receives Federal, State Funding DATE: July 22, 2019 Leisure Services Manager Marie Ware is transmitting information about the approved funding from Volunteer lowa and the Corporation for National and Community Service for AmeriCorps Partners in Learning for Program Year 2019-2020. v Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Marie L. Ware, Leisure Services Manager Dubuque THE CTTY OF � AII�A�ueriea Cip DuB E ,� .� �,I�II �► Maste iece on the Mississi i zoo�.zo�Z=zo�3 � pp 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Marie L. Ware, Leisure Services Manager SUBJECT: AmeriCorps Partners in Learning Receives Federal, State Funding DATE: July 14, 2019 INTRODUCTION The purpose of this memorandum is to share about the approved funding from Volunteer lowa and the Corporation for National and Community Service for Program Year 2019-2020. BACKGROUND AmeriCorps Partners in Learning has served the Dubuque community since 2000 and has been sponsored by the City of Dubuque since 2007. The program was awarded a 3-year federal grant through the Corporation of National and Community Service in 2017, which is focused specifically around Dubuque's Campaign for Grade Level Reading. Prior to the beginning each program year, grantees are required to resubmit their grant for continuation. This allows for the program to make minor adjustments to improve the quality of the program's interventions, member experience and overall impact. This year will be the final program year in the federal 3- year grant cycle. The program intends to apply for another 3-year federal grant to continue support for the Campaign for Grade-Level Reading. The program was awarded a 1-year formula planning grant through the lowa Commission on Volunteer Service in 2017, which is focused on supporting teen programming during the summer months. In 2018, AmeriCorps Partners in Learning was awarded a 2"d time to support teen summer programs, in addition to a planning grant that was awarded to expand programming in this area. This grant will be the 3�d grant awarded to support teen programming, but the 15t awarded to focus on engaging teens in year-long and summer programs- focused on creating and sustaining connections between these youth and their community. This grant was funded at 75% of the applied for amount. The lowa Commission has approved our program to request the remaining 25% in supplemental federal funding. Supplemental AmeriCorps funding comes from other state commissions that are unable to award all of their state-level formula funding and return it to CNCS for redistribution to states like lowa whose requests exceed our available funding at this time. Should supplemental funding be available to our program, we will be notified, and it will be awarded in mid-September. DISCUSSION AmeriCorps Partners in Learning has been approved for a grant total of$475,453 in federal AmeriCorps funding from Volunteer lowa and the Corporation for National and Community Service (CNCS) to support Dubuque's Campaign for Grade Level Reading. Additionally, AmeriCorps Partners in Learning was approved for state AmeriCorps funding from Volunteer lowa for the teen-focused grant totaling in $89,995 with the ability to apply for an additional $19,171 in supplemental funding. The competitively funded grant will continue to support Dubuque's Campaign for Grade- Level Reading with a total of 68 AmeriCorps members through-out FY 2018-2019. During the 2019-2020 school year, 38 AmeriCorps members will tutor K-3rd grade struggling readers at the Dubuque Community School District elementary schools. Members are trained on specific reading interventions and work closely with the elementary schools to improve students' reading scores from the fall to spring. During the 2020 summer, 30 AmeriCorps members will support summer programs. Thirty AmeriCorps members will support summer learning programs including: St. Mark Youth Enrichment; Carnegie-Stout Public Library; City of Dubuque Leisure Services; and the Dubuque Community School District. The formula-funded grant is a continued effort to support Teen Mentoring programs through Leisure Services, the Multicultural Family Center, Carnegie Strout Public Library and Mentor Dubuque, expanding teen programs from summer-only into year- around programming. This grant will provide 4 year-long AmeriCorps positions in the following capacities: 1 full-time (1700 hour) and 1 half-time (900 hour) positions with Mentor Dubuque, and 2 three-quarter-time (1200 hour) positions- one with the Multicultural Family Center and one with Carnegie-Stout Public Library. The grant will also provide 4 minimum-time (300 hour) positions that will support the Multicultural Family Center's summer STEP program. These positions will work together to support teens to develop connections to their community through teen-focused programs that will provide structured and unstructured mentoring, community and health education, equity engagement and workforce development opportunities. The program will apply for 6 additional minimum-time (300 hour) positions, 1 additional position to support the STEP program, and 5 positions to support the Leisure Services Summer Teen Night Programs. In addition to our impact on community youth and local organizations, one of the areas that AmeriCorps Partners in Learning prioritizes is with the AmeriCorps members themselves. The Program strives to recruit from a diverse pool of candidates, with the program previously having had a wide range of AmeriCorps from retirees, to college students, to newcomers to Dubuque, to stay at home parents, to people looking for a 2 career change. The program strives to encourage its AmeriCorps members to recognize their service as engagement and continue to serve in some facet after their year. BUDGETIMPACT The funding received for the competitive 3-year grant was $475,453. When broken down, CNCS's share is $237,461 and the program's share is $237,992. The Program's share will be funded through cash and in-kind match through various partnerships utilizing members. The funding received for the formula grant was $89,995. When broken down, Volunteer lowa's share is $56,269 and the program's share is $33,726. The Program's share will be funded through cash and in-kind match through various partnerships utilizing the members. NEXT STEPS AmeriCorps Partners in Learning will be receiving grant agreements for the two approved grants within the next month for approval. ACTION REQUESTED This memorandum is for informational purposes only. Memo Prepared by Heather Satterly, AmeriCorps Director 3 IOWA COMMISSION ON VOLUNTEER SERVICE w In Partnership with lowa Economic Development Authority I �/` 200 East Grand Avenue I Des Moines,lowa 50309 USA I Phone:800.308.5987 H volunteeriowa.org July 8, 2019 City of Dubuque 50 West 13th Street Dubuque, lA 52001 SUBJECT: 2019—2020 1owa AmeriCorps State Award Letter Dear Heather Satterly, We are pleased to inform you that Volunteer lowa has approved an AmeriCorps program grant in the amount of$237,461 in federal funding for Partners in Learning AmeriCorps Program. There are several steps in the AmeriCorps grant award process (award in eGrants,award in IowaGrants, and signing a hard copy grant agreement). There are also multiple pre-award/program start up requirements that you will wish to undertake before the formal start of your program. This letter aims to summarize these steps. Grant Award Written�rant a�reement:Your grant award will have a start date of 9/1/2019 and will go through one year ending on 8/31/2020. We expect to send your official grant agreement for signature later this month. Although your grant will appear in "awarded"status in eGrants and IowaGrants at an earlier date,a signed grant agreement must be in place before any grant funds can be expended. Once your individual grant agreement is drafted it will be mailed to you with instructions on how to complete it and return it to us,so please let us know as soon as possible of deadlines that impact the approval and signature of the grant agreement by your organization (for example,do you need authorization from your board/council). At this time we would also like to announce to you the option to switch your program from its current August 15 or September 1, 2019 start date to a newly available January 1, 2020 start date. If you feel your program would be better served by a January 1 grant start date, please review the attached "January start memo'and respond to Volunteer lowa as indicated. If this is a new grant and you would like to request a pre-award letter to allow you to expend funds (i.e. for staff time,supplies,or other non-member costs) prior to the listed start date, please notify Volunteer lowa AmeriCorps staff in writing no later than Monday,July 15 (via email at americorps(a�iowaeda.com). Note that National Service Criminal History Checks must be completed before pre-award costs can be authorized for any grantees. If you have questions about how to conduct the checks or how to get set up with any of the vendors for the checks, contact your program officer. eGrants: We are still waiting for the AmeriCorps grants to be awarded by CNCS in the eGrants system. Once this is complete,you will be able to add recruitment postings and begin member pre-enrollment steps in the MyAmeriCorps/eGrants portal. If there are new staff who will be active in eGrants,they will need to set up their own account. They should register with your organization's EIN to be connected to C overn� i Kirt HF�nolds I LL Go.er iar Adam 3regg , txFcu6ve Uu:=l�,r Adam Loi'.nsbury your existing account. eGrants account registration system questions should be directed to the eGrants helpdesk. IowaGrants:Your grant will soon be made available to you in IowaGrants. If there are new staff on the program who were not involved in the application process,they will need to set up their own IowaGrants account and you will need to connect them to your awarded grant in the system. IowaGrants account registration system questions should be directed to Volunteer lowa compliance officerJane Mild. Key Requirements and Resources The following chart provides a reminder of some key start-up requirements for the coming program year as well as resources available to you. Key Requirements/ Due Date Notes &/or Submission Format Resources Pre-Award Letter Request 7�15�19 Send request via email to americorps(ciliowaeda.com. January Start Date Request 7�15�19 See attached memo for details. Name and Title of 7�15�19, as Send updates via email to Volunteer lowa at Authorized Representative needed americorps(ciliowaeda.com. for grent agreement Member Recruitment As soon as Programs should begin recruitment locally and in eGrants possible as soon as the grant is awarded in that system. Volunteer lowa also strongly encourages recruitment through ServiceYear. Resources on these systems are posted at https://vol u nteeri owa.orR/a meri corps/current- a m eri corps-Rra ntee-resources/m em ber-m a naRem ent- resources. NSCHC Annual Training& Annually NSCHC required annual ecourse is accessed through NewStaffChecks (ecou�se� and https://www.nationalservice.Rov/reqCHCtraininR. Before asadded (new anynewprogramstaffcanchargetimetothegrant,they must have a completed NSCHC. staff) Host Site Agreements& Before program Review feedback from Volunteer lowa on draft host site Site SupervisorTreining sta�t agreements before putting them into place. Note a new requirement this year to provide a copy of your site supervisor training agenda in the Initial Progress Report so retain a copy for that purpose. Volunteer lowa IowaGrants g�1�19 and Submit the forms in IowaGrants as indicated on the Start Forms late�, see schedule and checklist. attached schedule IRS Form W9&lowa Direct g�1�19 W9 required from new grantees only. Direct deposit form Deposit Authorization to be submitted by new grantees requesting direct deposit Form or others updating their bank information. IRS Form W9-https://www.irs.eov/pub/irs-pdf/fw9.pdf 2 lowa Department of Administrative Services Direct Deposit Authorization Form- https://das.iowa.Rov/sites/default/files/acct sae/man for ref/forms/eft authorization form.pdf Member Benefits Set Up- g�ZZ�1g Volunteer lowa does not endorse any specific mental Mental Health Services health services provider for AmeriCorps members, however the only AmeriCorps-specific program we are aware of is the Member Assistance Program (MAP) through America's Service Commissions(ASC)- https://www.statecom m i ssi ons.ore/am ericorps-m em ber- assista nce-p roera m. Member Benefits Set Up- tbd Volunteer lowa does not endorse any specific health Health Insurence insurance provider for AmeriCorps members, however the only AmeriCorps-specific program we are aware of in operation in lowa is the plan through The Corps Network- https://corpsnetwork.ore/a bout-us/ioi n-the-corps- network/health-insurance/. Volunteer lowa is a member of The Corps Network,which gives lowa programs access to this plan. State Budget Allocation g�1�1g Required from programs awarded state funds. Use Details attached Excel budget spreadsheet. Certificate of Insurence g�1�1g As outlined in the grant agreement template,you will be required to maintain protection against losses or damages with a financially sound and reputable insurer. Send a hard copy to Volunteer lowa. Current AmeriCorps n�a Located at https://volunteeriowa.orR/americorps/current- Grentee Resources americorps-Rrantee-resources. Includes Program Director manuals,calendars, weekly email update archives,and monthly webinars. Upcoming Trainings You should also put the following upcoming trainings (as appropriate) on your calendar. If you have questions as to whether or not you are expected to attend one of the listed trainings, please reach out to your assigned program officer. Upcoming Trainings Date Notes &/or Registration Information Welcome Webinar ]�17�19 In conjunction with regularly scheduled PD webinar. New Program Director g�1Z�1g Required for program directors or management staff with Treining two years or less experience. Takes place in the Des Moines metro. 3 Volunteer lowa Week of Required of all programs. In conjunction with the lowa AmeriCorps Program 10�28�19, TBD Nonprofit Summit. Takes place in the Des Moines metro. Launch lowa Nonprofit Summit 10�29�19- Required of all programs. Takes place in Altoona. 10/30/19 ASC New Progrem Start-Up 10�16�19- Will take place in Austin,TX. Encouraged for new program Boot Camp 10�17�19 directors or program management staff but limited spots available so if interested contact Chad Driscoll at chad.driscoll@iowaeda.com by August 1. Congratulations again on the work you have done to be selected for this funding. We look forward to working with you! Sincerely, Kristin Honz Volunteer lowa, Deputy Director of Operations cc. Jamie Orozco Nagel, Program Development Officer IowaGrants Correspondence Authorized Representative Attachments/Links • Giving Others Access to Grant or Application in IowaGrants • January start memo • Volunteer lowa Start Forms Schedule and Checklist • Excelbudgetspreadsheetforstatefund allocation • Who do I contact for what on the lowa AmeriTeam 4 Required Federal Award Information PROJECT&SUBRECIPIENT INFORMATION AGENCY NAME: City of Dubuque ADDRESS: 50 West 13th Street, Dubuque, IA 52001 PROJECTTITLE: Partners in Learning AmeriCorps Program TOTAL FEDERAL FUNDS AWARD TO RECIPIENT: $ GRANTAWARD PERIOD: 9/1/2019 to 8/31/2020 FEDERAL AWARD PROJECT DESCRIPTION: 2019-2020 lowa AmeriCorps State FEDERAL FUNDS INFORMATION FEDERAL FUNDING ENTITY: Corporation for National &Community Service FEDERAL PROGRAM NAME: 2019 AmeriCorps State & National Grants FEDERALAWARD NUMBER: 18ACHIA001 CATALOGUE OF FEDERAL DOMESTIC ASSISTANCE: 94.006 AWARD FOR RESEARCH AND DEVELOPMENT: No IOWA COMMISSION ON VOLUNTEER SERVICE INFORMATION CONTACT PERSON: Adam Lounsbury E-MAILADDRESS: Adam.Lounsburv(�iowaeda.com TELEPHONE NUMBER: 515.348.6230 This information is provided as a requirement of 24 CFR 200.331 Requirements for pass-through entities. All requirements imposed by the Federal entity are passed on to IEDA. In turn IEDA passes on to the subrecipient all requirements imposed by the Federal entity and that the Federal award is used in accordance with Federal statutes, regulations and the terms and conditions of the Federal award. PLEASE RETAIN FOR YOUR FILES. 5 IOWA COMMISSION ON VOLUNTEER SERVICE w In Partnership with lowa Economic Development Authority I �/` 200 East Grand Avenue I Des Moines,lowa 50309 USA I Phone:800.308.5987 H volunteeriowa.org July 8, 2019 City of Dubuque 50 West 13th Street Dubuque, lA 52001 SUBJECT: 2019—2020 lowa AmeriCorps State Award Letter Dear Heather Satterly, We are pleased to inform you that Volunteer lowa has approved an AmeriCorps program grant in the amount of$56,269 in federal funding for AmeriCorps Partners in Learning: Healthy Futures. There are several steps in the AmeriCorps grant award process (award in eGrants, award in IowaGrants, and signing a hard copy grant agreement). There are also multiple pre-award/program start up requirements that you will wish to undertake before the formal start of your program. This letter aims to summarize these steps. Grant Award Written�rant a�reement:Your grant award will have a start date of 9/1/2019 and will go through one year ending on 8/31/2020. We expect to send your official grant agreement for signature later this month. Although your grant will appear in "awarded"status in eGrants and IowaGrants at an earlier date,a signed grant agreement must be in place before any grant funds can be expended. Once your individual grant agreement is drafted it will be mailed to you with instructions on how to complete it and return it to us,so please let us know as soon as possible of deadlines that impact the approval and signature of the grant agreement by your organization (for example,do you need authorization from your board/council). If this is a new grant and you would like to request a pre-award letter to allow you to expend funds (i.e. for staff time,supplies,or other non-member costs) prior to the listed start date, please notify Volunteer lowa AmeriCorps staff in writing no later than Monday,July 15 (via email at americorps(a�iowaeda.com). Note that National Service Criminal History Checks must be completed before pre-award costs can be authorized for any grantees. If you have questions about how to conduct the checks or how to get set up with any of the vendors for the checks, contact your program officer. eGrants: We are still waiting for the AmeriCorps grants to be awarded by CNCS in the eGrants system. Once this is complete,you will be able to add recruitment postings and begin member pre-enrollment steps in the MyAmeriCorps/eGrants portal. If there are new staff who will be active in eGrants,they will need to set up their own account. They should register with your organization's EIN to be connected to your existing account. eGrants account registration system questions should be directed to the eGrants helpdesk. IowaGrants:Your grant will soon be made available to you in IowaGrants. If there are new staff on the program who were not involved in the application process,they will need to set up their own C overn� i Kirt HF�nolds I LL Go.er iar Adam 3regg , txFcu6ve Uu:=l�,r Adam Loi'.nsbury IowaGrants account and you will need to connect them to your awarded grant in the system. IowaGrants account registration system questions should be directed to Volunteer lowa compliance officerJane Mild. Key Requirements and Resources The following chart provides a reminder of some key start-up requirements for the coming program year as well as resources available to you. Key Requirements/ Due Date Notes &/or Submission Format Resources Pre-Award Letter Request 7�15�19 Send request via email to americorps@iowaeda.com. Name and Title of 7�15�19, as Send updates via email to Volunteer lowa at Authorized Representative needed americorps@iowaeda.com. for grent agreement Member Recruitment As soon as Programs should begin recruitment locally and in eGrants possible as soon as the grant is awarded in that system. Volunteer lowa also strongly encourages recruitment through ServiceYear. Resources on these systems are posted at https://vol u nteeri owa.ore/a meri corps/current- a m eri corps-era ntee-resources/m em ber-m a naeem ent- resources. NSCHC Annual Training& Annually NSCHC required annual ecourse is accessed through NewStaffChecks https://www.nationalservice.Rov/reqCHCtraininR. Before (ecourse) and any new program staff can charge time tothe grant,they as added (new must have a completed NSCHC. staff) Host Site Agreements& Before program Review feedback from Volunteer lowa on draft host site Site SupervisorTreining sta�t agreements before putting them into place. Note a new requirement this year to provide a copy of your site supervisor training agenda in the Initial Progress Report so retain a copy for that purpose. Volunteer lowa IowaGrants g�1�19 and Submit the forms in IowaGrants as indicated on the Start Forms late�, see schedule and checklist. attached schedule IRS Form W9&lowa Direct g�1�1g W9 required from new grantees only. Direct deposit form Deposit Authorization to be submitted by new grantees requesting direct deposit Form or others updating their bank information. IRS Form W9-https://www.irs.Rov/pub/irs-pdf/fw9.pdf lowa Department of Administrative Services Direct Deposit Authorization Form- https://das.iowa.Rov/sites/default/files/acct sae/man for ref/forms/eft authorization form.pdf Member Benefits Set Up- g�ZZ�1g Volunteer lowa does not endorse any specific mental Mental Health Services health services provider for AmeriCorps members, however the only AmeriCorps-specific program we are aware of is the Member Assistance Program (MAP) 2 through America's Service Commissions(ASC)- https://www.statecom m i ssi ons.orR/am ericorps-m em ber- assista nce-p roRra m. Member Benefits Set Up- tbd Volunteer lowa does not endorse any specific health Health Insurence insurance provider for AmeriCorps members, however the only AmeriCorps-specific program we are aware of in operation in lowa is the plan through The Corps Network- https://corpsnetwork.orR/a bout-us/ioi n-the-corps- network/health-insurance/. Volunteer lowa is a member of The Corps Network,which gives lowa programs access to this plan. State Budget Allocation g�1�19 Required from programs awarded state funds. Use Details attached Excel budget spreadsheet. Certificate of Insurence g�1�1g As outlined in the grant agreement template,you will be required to maintain protection against losses or damages with a financially sound and reputable insurer. Send a hard copy to Volunteer lowa. Current AmeriCorps n�a Located at https://volunteeriowa.ore/americorps/current- Grentee Resources americorps-erantee-resources. Includes Program Director manuals,calendars, weekly email update archives,and monthly webinars. Upcoming Trainings You should also put the following upcoming trainings (as appropriate) on your calendar. If you have questions as to whether or not you are expected to attend one of the listed trainings, please reach out to your assigned program officer. Upcoming Trainings Date Notes &/or Registration Information Welcome Webinar ]�17�19 In conjunction with regularly scheduled PD webinar. New Program Director g�1Z�1g Required for program directors or management staff with Treining two years or less experience. Takes place in the Des Moines metro. Volunteer lowa Week of Required of all programs. In conjunction with the lowa AmeriCorps Program 10�28�19, TBD Nonprofit Summit. Takes place in the Des Moines metro. Launch lowa Nonprofit Summit 10�29�19- Required of all programs. Takes place in Altoona. 10/30/19 ASC New Progrem Start-Up 10�16�19- Will take place in Austin,TX. Encouraged for new program Boot Camp 10�17�19 directors or program management staff but limited spots available so if interested contact Chad Driscoll at chad.driscoll(ciliowaeda.com by August 1. 3 Congratulations again on the work you have done to be selected for this funding. We look forward to working with you! Sincerely, ��� Kristin Honz Volunteer lowa, Deputy Director of Operations cc. Jamie Orozco Nagel, Program Development Officer IowaGrants Correspondence Authorized Representative Attachments/Links • Giving Others Access to Grant or Application in IowaGrants • Volunteer lowa Start Forms Schedule and Checklist • Excelbudgetspreadsheetforstatefund allocation • Who do I contact for what on the lowa AmeriTeam 4 Required Federal Award Information PROJECT&SUBRECIPIENT INFORMATION AGENCY NAME: City of Dubuque ADDRESS: 50 West 13th Street, Dubuque, IA 52001 PROJECTTITLE: AmeriCorps Partners in Learning: Healthy Futures TOTAL FEDERAL FUNDS AWARD TO RECIPIENT: $ GRANTAWARD PERIOD: 9/1/2019 to 8/31/2020 FEDERAL AWARD PROJECT DESCRIPTION: 2019-2020 lowa AmeriCorps State FEDERAL FUNDS INFORMATION FEDERAL FUNDING ENTITY: Corporation for National &Community Service FEDERAL PROGRAM NAME: 2019 AmeriCorps State & National Grants FEDERALAWARD NUMBER: 18AFHIA001 CATALOGUE OF FEDERAL DOMESTIC ASSISTANCE: 94.006 AWARD FOR RESEARCH AND DEVELOPMENT: No IOWA COMMISSION ON VOLUNTEER SERVICE INFORMATION CONTACT PERSON: Adam Lounsbury E-MAILADDRESS: Adam.Lounsburv(�iowaeda.com TELEPHONE NUMBER: 515.348.6230 This information is provided as a requirement of 24 CFR 200.331 Requirements for pass-through entities. All requirements imposed by the Federal entity are passed on to IEDA. In turn IEDA passes on to the subrecipient all requirements imposed by the Federal entity and that the Federal award is used in accordance with Federal statutes, regulations and the terms and conditions of the Federal award. PLEASE RETAIN FOR YOUR FILES. 5