Memorandum of Understanding with Green Dubuque for Vehicle Purchase for Green Iowa AmeriCorps Copyrig hted
December 7, 2020
City of Dubuque Consent Items # 14.
City Council Meeting
ITEM TITLE: Memorandum of Understanding with Green Dubuque for Vehicle
Purchase for Green IowaAmeriCorps
SUM MARY: City Manager recommending approval of a Memorandum of
Understanding with Green Dubuque for the purchase of a vehicle for the
Green IowaAmeriCorps Program.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
Memorandum of Understanding with Green lowa City Manager Memo
AmeriCorps-MVM Memo
Staff Memo Staff Memo
MOU with Green Dubuque Supporting Documentation
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Memorandum of Understanding with Green Dubuque for Vehicle
Purchase for Green lowa AmeriCorps
DATE: December 1, 2020
Sustainable Community Coordinator Gina Bell recommends City Council approval of a
Memorandum of Understanding with Green Dubuque for the purchase of a vehicle for
the Green lowa AmeriCorps Program. The City would provide a $13,000 one-time grant
to Green Dubuque and with these funds Green Dubuque would purchase, maintain and
insure the vehicle.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
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Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gina Bell, Sustainable Community Coordinator
Dubuque
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TO: Michael Van Milligen, City Manager
FROM: Gina Bell, Sustainable Community Coordinator
DATE: November 30, 2020
RE: MOU with Green Dubuque for vehicle purchase for Green lowa AmeriCorps
INTRODUCTION
The purpose of this memo is to request City Council approval of a memorandum of understanding
(MOU) with Green Dubuque for the purchase of a vehicle for the Green lowa AmeriCorps program.
BACKGROUND
In 2011, Dubuque began a partnership with the University of Northern lowa's Green lowa AmeriCorps
program to host an Energy and Community Team. The team provides home energy audits and
weatherization and direct installations of LED bulbs and low-flow aerators for (primarily low-income)
homes in Dubuque and the surrounding area. Earlier this year, City Council approved a co-hosting
agreement with Green Dubuque. Part of the agreement stated the City would provide financial
resources for the purchase of a vehicle for use by the Green lowa AmeriCorps team. Due to staff
constraints, the MOU is only now ready for moving this grant forward.
DISCUSSION
Green Dubuque as co-host, has helped ease the workload for City staff and provides for a more
robust program and enhanced community engagement. The City will provide a $13,000 onetime grant
to Green Dubuque and with these funds, Green Dubuque will purchase, maintain and insure the
vehicle.
BUDGETIMPACT
The City will grant Green Dubuque $13,000 one time for the purchase of a vehicle for the Green lowa
team, a program requirement. The funds are the savings from not hosting a team last year (2019-
2020) as well as a grant received specifically for a vehicle purchase.
REQUESTED ACTION
I respectfully request City Council approve this MOU with Green Dubuque for the purchase of a
vehicle for the Green lowa AmeriCorps program.
AGREEMENT TO CO-HOST
BY AND BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
GREEN DUBUQUE
This agreement (Agreement) is entered into by and between the City of
Dubuque, lowa (Host 1), and Green Dubuque (Host 2).
WHEREAS, Host 1 and Host 2 previously entered into the Green lowa
AmeriCorps Program 2020-2021 Host Site Memorandum of Agreement on September
9, 2020. This Green lowa AmeriCorps Program 2020-2021 Host Site Memorandum of
Agreement (Green lowa Agreement) is attached as Exhibit A and incorporated by
reference; and
WHEREAS, under the terms and conditions of the Green lowa Agreement, Host
1 and Host 2 have various obligations and responsibilities, including obligations related
to a vehicle that will be used to fulfill the Green lowa Agreement; and
WHEREAS, Host 1 and Host 2 wish to work together to purchase a vehicle
contemplated under this and the Green lowa Agreement; and
WHEREAS, the project or activity contemplated by this Agreement is of mutual
interest and benefit to Host 1 and Host 2 and will further energy efficiency in the City,
and in a manner consistent with its status as a non-profit, tax-exempt entity.
NOW, THEREFORE, the parties hereto agree as follows:
SECTION 1. GREEN IOWA AMERICORPS PROGRAM 2020-2021 HOST SITE
MEMORANDUM OF AGREEMENT. The City is identified as Host 1 in the Green lowa
Agreement and, for consistency's sake, is identified as Host 1 in this Agreement. Green
Dubuque is identified as Host 2 in the AmeriCorps Agreement and, for consistency's
sake, is identified as Host 2 in this Agreement. That AmeriCorps Agreement is attached
as Exhibit 1 and is incorporated by reference.
SECTION 2. TERM. The term of this Agreement shall run concurrently and
consistently with the term of the Green lowa Agreement, from the date on which the last
party executes this Agreement until November 16, 2021. The parties may extend this
Agreement for one calendar month after expiration, until December 16, 2021, at no cost.
This optional extension, if exercised, is solely to allow the parties to complete service
terms in accordance with federal AmeriCorps guidelines. If either party wishes to
exercise the optional one-month extension, it must provide written notice to the other
party on or before September 30, 2021.
SECTION 3. MONETARY CONTRIBUTION. Host 1 will provide Host 2 with a
monetary contribution that will not exceed thirteen thousand dollars ($13,000.00) to
11/12/2020MQ
purchase, maintain, register, and insure a vehicle, for the 2020-2021 program year.
Host 2 may allocate funds related to the vehicle, but Host 1 will not contribute more than
$13,000.00. Host 2 is responsible for any vehicle-related costs in excess of Host 1's
$13,000.00 contribution. Host 1 will provide payment for vehicle-related costs not to
exceed $13,000.00 within thirty (30) days of receipt of an invoice for such costs from
Host 2.
SECTION 4. INSURANCE. Host 2 must adequately insure the vehicle for the term of
this Agreement and the entire time it owns the vehicle and uses it to carry out the terms
and conditions of the Green lowa Agreement.
SECTION 5. REGISTRATION. Host 2 must appropriately register the vehicle
(Vehicle) contemplated under this Agreement, and maintain that registration, in
accordance with the laws of the state of lowa.
SECTION 6. MAINTENANCE. Host 2 will maintain and repair any damages or
malfunctions to the Vehicle for life of the vehicle.
SECTION 7. LICENSED DRIVERS. Host 2 will ensure that only legally licensed
drivers drive the Vehicle.
SECTION 8. HOST 1 AND HOST 2 RESPONSIBILITY. Host 1 is responsible for the
one-time only monetary contribution that will not exceed $13,000.00. Host 2 is
responsible for all other costs, maintenance, repairs, registration, and ongoing
expenses and obligations related to the Vehicle.
SECTION 9. HOLD HARMLESS. Host 2 will indemnify and hold harmless Host 1, its
officers, agents, and employees, against any and all claims, actions, demands, losses,
liabilities, or legal expenses that may arise on account of injury to any person or
damage to any property or negligence occurring in connection with the Vehicle and Host
2's use of the Vehicle.
SECTION 9. ASSIGNMENT. This Agreement may not be assigned without the prior
written approval of City. Such written approval will not be unreasonably withheld.
SECTION 10. FORCE MAJEURE. In the event that either party hereto is delayed or
hindered in or prevented from the perFormance of any act required hereunder by reason
of strikes, lockouts, labor troubles, unavailability or excessive price of fuel, power failure,
riots, insurrection, war, terrorist activities, chemical explosions, hazardous conditions,
fire, weather or acts of God, or by reason of any other cause beyond the exclusive and
reasonable control of the party delayed in performing work or doing acts required under
the terms of this Agreement, then performance of any such act shall be extended for a
period equivalent to the period of such delay.
2
SECTION 11. MISCELLANEOUS.
11.1 The parties hereto understand that there are no verbal additions to this
Agreement, and that all amendments and additions or changes to this Agreement must
be in writing and agreed to by both parties.
11.2 All covenants, conditions and provisions of this Agreement will inure to the
benefit of and be binding upon the parties hereto and their respective successors and
assigns.
11.3 This Agreement is governed by the laws of the state of lowa and venue for any
action with respect to this Agreement will be in Dubuque County, lowa.
11.4 If any term of this Agreement is found to be void or invalid, such invalidity will not
affect the remaining terms of this Agreement, which will continue in full force and effect.
11.5 All exhibits attached hereto form material parts of this Agreement.
11.6 All notices and correspondence related to this Agreement must be sent to the
following:
If to Host 1: Gina Bell
50 West 13t'' Street
Dubuque, lowa 52001
If to Host 2: Paul Schultz
1731 White Street
Dubuque, IA 52001
HOST 1 HOST 2
tiBy: 8+}_
Michael C. Van Milligen I l ult,
City Manager p i, r fl ,t q
Dated:
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12/7/2020
EXHIBIT
A
GREEN IOWAAMERICORPS PROGRAM
2020-2021
Host Site Memorandum of Agreement
THIS AMERICORPS HOST SITE AGREEMENT is executed by and between the UNIVERSITY OF NORTHERN
IOWA/GREEN IOWA AMERICORPS,1227 W 27T"Street,Cedar Falls,IA 50614 and a partnership between
the CITY OF DUBUQUE(HOST 1)50 W.13"'Street,Dubuque,IA 52001 and GREEN DUBUQUE(HOST 2)
1731 White Street,Suite 2,Dubuque,IA 52001.
1.FUNDING SOURCE,POSITI�NS,DURATION OF AGREEMENT
1.1 FUNDING SOURCE.The source of funding for the host site(s)is a grant from the Corporation for
National and Community Service("Corporation"or"CNCS")[Code of Federal Domestic Assistance
(CFDA)94.006]for Green lowa AmeriCorps;the Host Site shall comply with the requirements,conditions
and rules of the Corporation,University of Northern lowa,Green lowa AmeriCorps,and any other public
or private entity having authority over the funds or the Grant.
1.2 DURATION OF AGREEMENT.The agreement shall extend through the time period of 09/01/2020 to
08/20/2021 with the ability to enact a no-cost extension of 30-60 days to allow members to complete
their term of service as needed.
1.3 AMERICORPS MEMBERS.Green lowa AmeriCorps was awarded 30 full time([11 month],1700 hour)
AmeriCorps position{s),18 three quarter time([11 month],1200 hour),0 half time([9 month],900
hour),and 28 minimum time([3 month],300 hour)position{s).The program design for the Energy&
Community allocates 5 FT members or its equivalent for the 2020-2021 grant year with the possibility
of additional MT summer members as available.
2.CONDITIONS FOR ENROLLMENT OF AMERICORPS MEMBER(S)
2.1 ASSIGNED MEMBER SUPERVISION.The host site(s)agree to assign a host site supervisor from each
host to complete obligations described herein for the duration of the Agreement.The program should
be notified by the host if a change in supervisors is anticipated at any time during the service term.The
program may hire new program staff for program oversight without prior approval of the host.
Green Host Site Supervisor Supervisor Email Supervisor Mem
lowa Location Name Phone ber
Branch (City) Slot
Allot
ment
Cedar Falls Lauren Johnson lauren.johnson@uni.edu 712-210-2936
Cedar Rapids Aaron Saylor asaylor@hub25.org 319-329-6755 x FT
Energy& Decorah HeidiEger heidi@energydistrict.org 563382-4207 x i4T
x Hr
Community Des Moines Les Stohs Istohs@gdmhabitat.org 515-471-8656 x RHT
Dubuaue Gina Bell �bell(acitvofdubuaue.ors 563-690-6038 x MT
lowa City Joyce Carroll Joyce-Carroll�a iowa-city.org 319-356-5223
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3.ENROLLMENTAND RETENTION REQUIREMENTS
3.1 RECRUITMENT/ENROLLMENT REQUIREMENT.The host(s)must assist with recruitment for all
positions for the program's 100%enrollment goal for all AmeriCorps positions. If the host is unable to
assist with recruitment positions,contact Green lowa AmeriCorps to discuss as soon as possible.Please
note failure to recruit/fill member positions will not impact your host site fees but could impact
consideration for future host opportunities.
3.2 RETENTION REQUIREMENT.The program and host site(s)must retain at least 85%of its AmeriCorps
positions.
3.3 CONSEQUENCES OF NONRECRUITMENT AND NONENROLLMENT. Host sites who are unable to meet
enrollment or retention requirements may receive a reduction in awarded positions for future program
years or lose priority placement for members.Green lowa AmeriCorps will review future requests for
AmeriCorps positions against the host site's prior performance. Host sites who are unable to meet
enrollment or retention requirements over two or more program years may not be eligible for future
host opportunities.
3.4 HIRING MEMBERS.Host sites are allowed and encouraged to hire AmeriCorps member(s)after the
member has completed his or her term requirements.Host sites who hire members as staff before the
member can complete his or her term requirements will receive reduced future awarded AmeriCorps
positions.
4.HOST SITE OBLIGATIONS
4.1 COMPLIANCE WITH LAWS AND REGULATIONS.The Host Site(s)shall comply with the Terms and
Conditions of the Act,the Corporation's regulations(45 CFR 12501 et seq.},AmeriCorps State-General
Terms and Conditions(https://egrants.cns.gov/termsandconditions/2020GeneralTC_508_20191122.pdf)
and AmeriCorps Specific Terms and Conditions-Specific(TBD).AmeriCorps Fixed Amount Grant(State}
Terms and Conditions-General
(https://e�rants.cns.eov/termsandconditions/2020GeneralTC 508 20191122.pdf)and AmeriCorps
Fixed Amount Grant(State)Terms and Conditions Specific(TBD).This Agreement is also subject to OMB
Circulars 2 CFR 220-Cost Principles for Educational Institutions;2 CFR 225-Cost Principles for State,
Local,and Indian Tribal Governments;and 2 CFR 230-Cost Principles for Non-Profit Organizations,as
applicable.This includes posting the Prohibited Activities at each host site.
4.2 ACCE55 TO RECORDS.The host site(s)shall permit Green lowa AmeriCorps,Volunteer lowa,and the
Corporation for National and Community Service(CNCS)to conduct in-person or electronic site visits,
access and examine,audit,excerpt,and transcribe any directly pertinent books,documents,papers,and
records of the host site relating to orders,invoices,or payments or any other documentation or
materials pertaining to this Agreement.Green lowa AmeriCorps shall make every effort to access
records from Monday through Friday,between the hours of 8:00 am and 4:30 pm Central Standard
Time.Such rights shall continue as long as the records are retained by the host site. Regardless of the
method,all records will be managed in accordance with proper records management procedure(s)while
they are in the possession of Green lowa AmeriCorps.Access to records shall be granted within 72 hours
of the request unless other arrangements have been agreed to by Green lowa AmeriCorps.
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4.3 SUPPORTING DOCUMENTATION.The Host Site(s)shall deliver to Green lowa AmeriCorps as
scheduled or upon request,(i)copies of all contracts or agreements relating to the Program,(ii)invoices,
receipts,statements,or vouchers relating to the Program,{iii}member or staff records of files and
program performance related to this Program,(iv)budgets and revisions showing estimated Program
costs and funds required at any given time to complete and pay for the Program,(v)any other such
grant-related documents as requested,in order verify compliance with applicable state and federal
AmeriCorps requirements.
4.4 AMERICORPS ORIENTATION,TRAINING,RESOURCES,AND SUPPORT.
HOST SITE 1 will provide appropriate resources to the AmeriCorps member including,but not limited to
(1)adequate budget for member travel reimbursement (2)adequate budget for member to perform
service activities,including weatherization materials,and education and outreach supplies(3)
designated supervisor who can provide adequate time in working with the AmeriCorps member and
Green lowa AmeriCorps during the service year,(4)appropriately integrate the AmeriCorps member
into staff,(5)provide the AmeriCorps member with on-site orientation and regular training
opportunities,and(6)provide additional benefits to the AmeriCorps member as described in position
recruitment materials,as applicable,(7)provide host site cash match requirements of$8,000(8)
Conduct recruitment efforts locally to help fill AmeriCorps positions when appropriate.
HOST SITE 2 will provide(1}permanent work space for up to 5 meeting and flexible meeting space for
up to 7 people(2)office supplies,phone,Internet connection,and other physical accommodations as
necessary for a functional office space,(3) Including access to Microsoft Office suite,access to copying,
printing and faxing as needed(4)Use of a program mailbox and phone line with voicemail(5)Adequate
space for weatherization materials and tools to be stored,(6)Provide access to a vehicle for member
use to perform service activities,including a physical housing and maintaining of the vehicle,and
providing up to$1,000 to cover vehicle maintenance,insurance and registration costs(7)Designate a
supervisor who can provide adequate time in working with the AmeriCorps member and Green lowa
AmeriCorps during the service year,(8}appropriately integrate the AmeriCorps member into staff,(9)
provide the AmeriCorps member with on-site orientation and regular training opportunities,and(10)
provide additional benefits to the AmeriCorps member as described in position recruitment materials,
as applicable.
4.5 HOST SITE SUPERVISOR ORIENTATION.The host site supervisors agree to attend an orientation
facilitated by Green lowa AmeriCorps.The date and location will be provided a minimum of 30 days in
advance.This will be a virtual training for the 2020-2021 service year.
4.6 MEMBER ORIENTATION.The host site agrees to release all AmeriCorps members for an in-person
and/or virtual program orientation and other required program training on dates determined by Green
lowa AmeriCorps,communicated 30 days in advance to hosts,when possible.Members are required to
attend orientation.
4.7 RELEASE OF MEMBERS FROM SERVICE.The host site agrees to release AmeriCorps members from
service for Days of Service events,program training and retreats,program wide service projects
including energy blitz projects,and other events or activities provided by Green lowa AmeriCorps. Days
of service include September 11 Day of Service&Remembrance and MLK Day of Service.The host
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agrees to release members for service for disaster response efforts as part of the program's
participation in the lowa Disaster Cadre.
4.8 POSTING OF PROHIBITED ACTIVITIES.As required by the AmeriCorps Grant Terms and Conditions,
the HOST SITE 2 agrees to post a copy of the Prohibited Activities at each member service site.
4.9 BRANDING REQUIREMENTS.The host site shall represent AmeriCorps brands as described herein.
4.9.1 CNCS BRANDING GUIDELINES.The host site shall follow the branding guidelines of CNCS
{https://www.nationalservice.�ov/newsroom/marketin.�-and-media-resources/lo�os/�uidelines-use/).
4.9.2 PROGRAM BRANDING. HOST SITE 2 agrees to(1)prominently display an"AmeriCorps member
serving here"poster provided by Green lowa AmeriCorps,and(2)ensure AmeriCorps members wear
and use provided AmeriCorps gear while in service,and(3)ensure AmeriCorps members include"Green
lowa AmeriCorps"in their email signature.
4.9.3 ANNOUNCEMENTS.The host sites agree to publicly announce the partnership and identify the
Host Site's program as Green lowa AmeriCorps in the statement.
4.9.4 INSURANCE. University represents that it has adequate liability insurance,such protection being
applicable to officers,employees,AmeriCorps members and agents while acting within the scope of
their employment by University. The University has no liability insurance policy as such that can extend
protection to any other person.
5.HOST SITE SUPERVISOR OBLIGATIONS
5.1 MEMBER MANAGEMENT REQUIREMENTS.
• Conduct a member pre-orientation that communicates the program and position
requirements with the host(s).Both hosts should participate in the pre-orientation.
• Meet weekly or bi-weekly with members individually,with at least 1 supervisor present from
either host organization.
• Facilitate member team meetings
• Ensure members attend Green lowa AmeriCorps training opportunities
5.2 COMMUNICATION.The host site supervisors agree to serve as a liaison between the host site and
the Program.This includes maintaining regular communication with Green lowa AmeriCorps,providing
timely response to program related requests,questions,and meeting deadlines as outlined in the
Agreement.
5.3 MEMBER PERFORMANCE.The host site agrees to maintain regular communication regarding
member performance issues.Specifically,the host site agrees to notify Green lowa AmeriCorps in
writing in accordance with the following guideline:
REPORTING TIMELINE
Any member injury during service that necessitatesfiling a worker's comp report within 24 hours
Any member or host site supervisor behavioral issues(arrests,haressment)that may result in the
within 24 hours
immediate dismissal from the program or employment
All AmeriCorps member grievance requests within 24 hours
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Prohibited activities,as defined in Section 8 within 24 hours
If a full-time member fails to show up to service without prior written approval on the second �,,�ithin 24 hours
consecutive service day
AnyAmeriCorps member's behavioral issuesthat result in disciplinary action bythe member's
within 2 business days
direct supervisor
AnyAmeriCorps member's request to be exited for cause,compelling circumstance,or suspension within 2 business days
AnyAmeriCorps member's position description or member service agreement amendment
requests,or other change that affects the member's service activities in the Program `^�ithin 3 business days
5.4 AMERICORPS MEMBERS.The host sites or its partners may not terminate or suspend the
AmeriCorps member.Green lowa AmeriCorps is the sole entity that can terminate or suspend an
AmeriCorps member with approval through Volunteer lowa.
5.5 REPAYMENT OF OVERPAYMENTS TO MEMBERS. Host sites may be required to repay to the program
overpayments made to members that resulted from the site's failure to notify the program of a
member's departure.
5.6 ONCORPS ACCOUNT.The assigned host site supervisor(s)will receive access to OnCorps timekeeping
account.This can be a supervisor from either host organization.
5.7 MEMBERTIMESHEETSANDTERM MANAGEMENT.The hostsite supervisor(s)mustapprove member
timesheets in the OnCorps timekeeping system.Timesheets must be approved within 3 days of
submission. Host site supervisor(s)should regularly monitor timesheets to ensure all hours served are
allowable and eligible,categorized appropriately{fundraising,professional development training,
general training,and direct service)and timesheets include all hours served by members.Attention
should be paid to ensure that members are making regular progress toward the completion of their
term of service.Members'term of service is a combination of the number of service hours and the
length of the contract.Their service is not completed just by finishing the hours listed in their member
service agreement.
5.8 REPERCUSSIONS FOR FAILING TO APPROVE TIMESHEETS.The host site supervisor(s)understand that
failure to approve timesheets as outlined above may lead to repercussions including,but not limited to,
future consideration as a host site. Host site supervisor(s)further understands that the member's ability
to earn their education award is based on timely approval of inember timesheets and otherrequrred exit
paperwork.Corrections to any official AmeriCorps documents must be done properly,including the date
and initials of both the site supervisor(or program representative)and the member.
5.9 HOURLY LIMITS.AmeriCorps members cannot serve more than 14 hours in a day,and need prior
approval for anticipated time over 120 hours in a two-week period,and 200 hours in a month.
5.10 CERTIFICATION OF MEMBER ACTIVITIES.The host site supervisor(s)certifies all AmeriCorps
member service,training,and fundraising hours as true and correct and ensures hours do not include
any service activities prohibited by law,regulation,or grant terms and conditions. Further,the
supervisor understands that a knowing and willful false certification by the member or supervisor on the
timesheet can be punished under federal law(Section 1001 of Title 18,USC}.
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6.ADDITIONAL HOST SITE REQUIREMENTS
6.1 ALLOWABLE SERVICE.Host sites must place members in positions that adhere to the requirements
established in this agreement and described in the Position Description guidelines. Position descriptions
must be approved by Green lowa AmeriCorps prior to placing a member into the position.Service hours
related to activities that are deemed prohibited or unallowable by Green lowa AmeriCorps,Volunteer
lowa,or CNCS will not count toward the AmeriCorps member's term of service.
6.2 POSITION DESCRIPTIONS. Host sites must work with Green lowa AmeriCorps to submit draft position
descriptions no less than 2 weeks prior to the start of the proposed position.The host site agrees to ask
Green lowa AmeriCorps for assistance with the development of the member position description if
needed. Green lowa AmeriCorps will provide the host site with a member position description
template.
• The service activities must align with those outlined in the approved grant.
• Member position descriptions must include service activities that are new or expand on current
activities.The member's primary duties should be direct service activities,not administrative or
support services.
• Member positions descriptions should provide an opportunity for the member to be challenged
and take responsibility for new programs/projects and grow their skills.
• Position descriptions should clarify expectations and help the member understand their role in
the organization.Avoid vague terms or descriptions of tasks.
• Make sure to use the AmeriCorps vernacular—for example:service,support,member,enroll,
instead of terms like work,assist,hire,or employee.
6.3 DISASTER SERVICE. Members can serve in times of disasters.The host site must notify Green lowa
AmeriCorps within 24 hours of deploying members to local disasters that were not originally
communicated by the Program or Volunteer lowa.All disaster deployments(to activities outside of the
approved program design)must be coordinated by Volunteer lowa.Under no circumstances are
members allowed to self-deploy in times of disaster.
6.4 MEMBER EVALUATIONS. Host sites must complete evaluations of each member's term of service.
Members who do not receive an evaluation are not eligible for their education award and will be exited
for cause. Host sites must complete a mid-term evaluation of each FT,TQT,and HT member within two
weeks of the half-way point of a member service term. Host sites must complete an end-of-term
evaluation of each member and submit it to Green lowa AmeriCorps within 7 days of the member's last
day of service as indicated on the member service agreement. Evaluations must be signed and dated by
both the member and site supervisor/program staff completing the evaluation.
7.REPORTING
7.1 QUARTERLY REPORT. Host sites must ensure members submit quarterly reports that provide current
numeric results on behalf of their site.Quarterly performance measure reports are due quarterly in
January,April,July,August. Host sites who have members serving during the extension period must
submit a final performance measure report by a date communicated by program staff.
7.2 REPORTS.The host site supervisor understands that they must complete and/or support their
AmeriCorps members in completing the reports described in the Agreement.
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7.3 REPORTING TIMELINE. Below is a timeline for reports described in the agreement.
ITEM REPORTING TIMELINE DATE DUE
Position Description TBD TBD
Quarterly Performance Measure Report 09/15/20-12/31/20 1/13/21
Quarterly Performance Measure Report 01/01/21-03/31/21 4/13/21
Quarterly Performance Measure Report 04/01/21-06/30/21 7/13/21
Quarterly Performance Measure Report 07/01/21-08/31/21 TBD
Midterm Evaluations(FT,TQT,HTonly) TBD TBD
Mid-Term Narrative(QT,MT only) TBD TBD
8.PROHIBITED ACTIVITIES
8.1 PROHIBITED ACTIVITIES.(45 CFR§§2520.65)While charging time to Green lowa AmeriCorps,
accumulating service or training hours,or otherwise performing activities associated with Green lowa
AmeriCorps or the Corporation for National and Community Service,members and volunteers recruited
by members may not engage in the following activities:
1. Attempting to influence legislation;
2. Organizing or engaging in protests,petitions,boycotts,or strikes;
3. Assisting,promoting or deterring union organizing;
4. Impairing existing contracts for services or collective bargaining agreements;
5. Engaging in partisan political activities or other activities designed to influence the outcome of
an election to any public office;
6. Participating in,or endorsing,events or activities that are likely to include advocacy for or
against political parties,political platforms,political candidates,proposed legislation,or elected
officials;
7. Engaging in religious instruction;conducting worship services;providing instruction as part of a
program that includes mandatory religious instruction or worship;constructing or operating
facilities devoted to religious instruction or worship;maintaining facilities primarily or inherently
devoted to religious instruction or worship;or engaging in any form of religious proselytization;
8. Providing a direct benefit to
a. A business for profit
b. A labor union
c. A partisan political organization
d. A non-profit entity that fails to comply with restrictions contained in section 501(c)(3)of
the Internal Revenue Code of 1986 related to engaging in political activities or
substantial amount of lobbying except that nothing in these provisions shall be
construed to prevent participants from engaging in advocacy activities undertaken at
their own initiative
e. An organization engaged in religious activities as described above(7),unless
Corporation assistance is not used to support those religious activities;
9. Conducting voter registration drives or using CNCS funds to conduct a voter registration drive;
10. Providing abortion services or referrals for receipt of such services;
11. Other such activities as CNCS/Volunteer lowa may prohibit.AmeriCorps members may not
engage in the above activities directly or indirectly by recruiting,training or managing others for
the primary purpose of engaging in one of the activities listed above.
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8.2 RIGHTS AS A PRIVATE CITIZEN.Individuals may exercise their rights as private citizens and may
participate in the activities listed above on their initiative,on non-AmeriCorps time,using non-CNCS
funds. Individuals should not wear the AmeriCorps logo while doing so.
8.3 FUNDRAISING.(45 CFR§§2520.40)AmeriCorps members may raise resources directly in support of
Green lowa AmeriCorps'service activities. Examples of fundraising activities AmeriCorps members may
perform include,but are not limited to,the following:
1. Seeking donations of books from companies and individuals for a program in which volunteers
teach children to read;
2. Writing a grant proposal to a foundation to secure resources to support the training of
volunteers;
3. Securing supplies and equipment from the community to enable volunteers to help build houses
for low-income individuals;
4. Securing financial resources from the community to assist in launching or expanding a program
that provides social services to the members of the community and is delivered,in whole or in
part,through the members of a community-based organization;
5. Seeking donations from alumni of the program for specific service projects being performed by
current members.
8.4 FUNDRAISING LIMITATIONS.(45 CFR§§2520.45)An AmeriCorps member may spend no more than
ten(10)percent of his or her originally agreed-upon term of service,as reflected in the member
enrollment in the National Service Trust,performing fundraising activities.
AmeriCorps members may not:
1. Raise funds for his/her living allowance;raise funds for an organization's general operating
expenses,general fund,or endowment;
2. Write a grant application for funding provided by a federal agency including CNCS grant
proposals such as:Days of Service grants,AmeriCorps VISTA,Summer VISTA Associates,the
Corporation for National Community Service grant proposals,and AmeriCorps grants.
8.5 PROHIBITED ACTIVITIES.The host site agrees that any breach or threatened breach of Articles 8,14,
and 15 of this Agreement would result in irreparable harm to the Program;therefore,in additional to its
other remedies at law or in equity,the Program shall be entitled to injunctive or other equitable relief in
order to enforce or prevent any violations of the provisions of Articles 8,14,and 15 without the posting
of any bond.
8.6 NON-DUPLICATION.45 CFR§§2540.100
A. Corporation assistance may not be used to duplicate an activity that is already available in
the locality of a program.And,unless the requirements of paragraph{f)[non-displacement]
of this section are met,Corporation assistance will not be provided to a private nonprofit
entity to conduct activities that are the same or substantially equivalent to activities
provided by a State or local government agency in which such entity resides.
8.7 NON-DISPLACEMENT.45 CFR§§2540.100
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A. An employer may not displace an employee or position,including partial displacement such
as reduction in hours,wages,or employment benefits,as a result of the use by such
employer of a participant Green lowa AmeriCorps member in a program receiving
Corporation assistance.
B. An organization may not displace a volunteer by using a participant Green lowa AmeriCorps
member in a program receiving Corporation assistance.
C. A service opportunity will not be created under this chapter that will infringe in any manner
on the promotional opportunity of an employed individual.
D. A participant in a program receiving Corporation assistance may not perform any services or
duties or engage in activities that would otherwise be performed by an employee as part of
the assigned duties of such employee.
E. A participant in any program receiving assistance from a Green lowa AmeriCorps member
under this chapter may not perform any services or duties,or engage in activities,that the
Green lowa AmeriCorps member—(i)Will supplant the hiring of employed workers;or(ii)
Are services,duties,or activities with respect to which an individual has recall rights
pursuant to a collective bargaining agreement or applicable personnel procedures.
F. A participant in any program receiving assistance from a Green lowa AmeriCorps member
may not perform services or duties that have been performed by or were assigned to any—
(i) Presently employed worker;(ii)Employee who recently resigned or was discharged;(iii)
Employee who is subject to a reduction in force or who has recall rights pursuant to a
collective bargaining agreement or applicable personnel procedures;(iv)Employee who is
on leave(terminal,temporary,vacation,emergency,or sick);or(v)Employee who is on
strike or who is being locked out.
9.USES AND LIMITS OF AMERICORPS POSITIONS
9.1 SERVICE LIMITS.Individuals may serve multiple terms of AmeriCorps service.The following
limitations apply to all positions.Individuals can only serve up to two(2)terms in a single grant year.
AmeriCorps members may serve up to four(4)terms in an AmeriCorps State&National program.
However,they may only earn up to the value of two(2)full-time education awards. Host sites should
consult with members on how many previous AmeriCorps terms they have served to ensure they do not
exceed the limits for AmeriCorps State&National.
9.2 REFILLING MEMBER POSITIONS.The following conditions,established by the Corporation,must be
adhered to by all AmeriCorps Programs regarding refill of inember slots vacated by members who exit
early.Host sites must note that once a member is exited with a partial education award,the remaining
portion of that award is not available for use.The host site acknowledges that Green lowa AmeriCorps
has the final say in refilling all AmeriCorps positions.
i. Host sites may replace any member who terminates service before completing 30%of his/her
term provided that the member who terminates is not eligible for and does not receive a
prorated education award.
ii. Only fully enrolled member service categories may be refilled. For example,you may only refill a
full-time slot if all other full-time slots are filled.
iii. Host sites may not refill the same slot more than once.
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9.3 REFILL DEADLINES. Refills must occur prior to December 1 for full-time members and April 1 for half-
time members. Host sites may refill half time positions so long as the member has enough time to
complete their term of service by October 31.These dates are subject to change based upon changes
made by CNCS and/or Volunteer lowa.The final decision related to whether positions will be refilled
belong to Green lowa AmeriCorps.
9.4 MEMBER ENROLLMENT.The host site understands that the Program will reduce or renegotiate the
awarded member slots at any time if the host site is unable to fill the host site's AmeriCorps slots.
10.FINANCIAL COMMITMENT
10.1 PROGRAM SUPPORT.HOST SITE 1 shall commit the following support to Green lowa AmeriCorps in
exchange for the members outlined in section 1.3.The payment is to be paid annually.
Type of Financial Support Amount of Support Source of Funds Amount of Funds
Cash Match 100% Determined by Host $8,000
10.1.1 FEDERAL SOURCE. If the source of the funds is from a federal agency,the Host Site must seek
approval to use the funds as a match.
❑The described cost share comes from the f federal agency name,if applicablel which
allows CNCS to use funds as a source of match.Please list the following information related to the
federal matching funds:
CFDA#
Grant Name
X The described cost share DOES NOT come from a federal source of funding.
10.1.2 COST SHARE.COST SHARE PAYMENTS WILL NOT BE REFUNDED UNDER ANY CIRCUMSTANCES.
10.2 PERSONNEL COSTS AS A SOURCE OF MATCH The host site will document personnel time as a source
of match to the Program.The host site must provide the Program with(1)annual certification of salary
and benefits,(2)monthly timesheets submitted to the Program that must be signed and dated by both
the host site supervisor and their supervisor.Timesheets must indicate total hours for each time period
with a separate listing for hours spent supporting the Program goals.Timesheets must be submitted to
the Program within the first five(5)working days of the month.
NOTE:The program does not have this as a requirement for hosts at this time but would follow the
above protocol for required personnel cost.
10.3 MEMBER SUPERVISION.The host site understands that all site supervisor personnel time applied to
the Program,both reimbursed and matching funds,must be actively supervising AmeriCorps members.
Active supervision includes all obligations described in Sections 4,5,and 6;with special consideration to
not breaching items described under Section 8. Hours that appear excessive may be questioned and
d isa I lowed.
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10.5 FAILURE TO MEET MATCH REQUIREMENT. If a host site fails to meet the matching requirements,
the Program will notify the host site in writing of the situation and request that the costs be brought into
alignment with the budgeted federal and match percentages within 30 days. If there is an ongoing issue
related to match,Green lowa AmeriCorps may notify the Financial Representative,Program
Representative,and/or the Authorized representative of the host site.The program may suspend
enrollment of new AmeriCorps members and/or payment of reimbursement request(s)until the
situation is corrected.
Host sites must adhere to the following requirements when selecting candidates to fill their AmeriCorps
position(s). Host sites may place additional reasonable requirements for member selection.Additional
requirements must be listed on the position application and position description.
11.AMERIC�RPS MEMBER ENROLLMENT REQUIREMENTS
11.1 MEMBER ELIGIBILITY REQUIREMENTS.
1) Be at least 17 years of age at the commencement of service OR be an out-of-school youth of at
least 16 years of age participating in a youth corps-type program(42 USC 12572A2)OR an out-
of-school youth of at least 16 years of age enrolled in a program for economically disadvantaged
youth(as defined in the Act 42 USC 12572A9);
2) Have a high school diploma or its equivalent,or be in the process of obtaining one;and
3) Be a citizen,national,or lawful permanent resident of the United States.
4) Pass all required National Service Criminal History Checks
5) Be actively enrolled as an undergraduate or graduate student at the host site institution of
higher education
6) Pass all required National Service Criminal History Checks(NSCHC)
11.2 ENROLLMENT REQUIREMENTS.Host sites are encouraged to assist program staff to select their
members as early as possible.If citizenship and background check requirements are not complete,it
may result in a delay to the member start date.The host site agrees to help obtain the name,email
address,phone number,and copy of a government issued identification for members'serving in their
location. Member information must be communicated no later than 2 weeks prior to the member's start
date.
11.3 ELIGIBILITY SUPPORT. Host sites will support/assist prospective members in completing citizenship
and/or NSCHC requirements prior to the member start date.
11.4 DISSEMINATION.The host sites understand that under no circumstances will the Program
disseminate the results of AmeriCorps member or program staff background checks.Requests for
copies,electronic or hard copy,or other dissemination requests,such as written or oral,will be denied.
Hosts may request additional background checks of an applicant to comply with host site specific
requirements.
12.REASONABLE ACCOMMODATIONS
12.1 NONDISCRIMINATION.In connection with the performance of work under this Agreement,the Host
Site agrees not to discriminate against any employee,AmeriCorps participant,applicant for
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employment,or applicant for an AmeriCorps position on the basis of race,color,creed,religion,national
or ethnic origin,ancestry,genetic information,physical or mental disability,age,sex,sexual orientation,
gender identity or expression,pregnancy,marital status,veteran status,AIDS/HIV status,citizenship,or
medical condition,as those terms are defined under applicable laws as required by lowa Code sections
216.6 and 216.9,Titles VI and VII of the Civil Rights Act of 1964(42 U.S.C.§2000d and 2000e),the Equal
Pay Act of 1973(29 U.S.C.§206,et seq.),Title IX(Educational Amendments,20 U.S.C.§§1681-1688),
Section 504(Rehabilitation Act of 1973,29 U.S.C.§794),and the Americans with Disabilities Act(42
U.S.C.§12101,et seq.).
This provision shall include,but not be limited to,the following,employment,upgrading,demotion,or
transfer;recruitment advertising;layoff or termination;rates of pay or other forms of compensation;
and,selection for training,including apprenticeship.The Host Site further agrees to take affirmative
action to ensure equal employment opportunities for persons with disabilities.The Host Site agrees to
post in conspicuous places,available for employees and applicants for employment notices to be
provided by the contracting officer setting forth the provisions of the nondiscrimination clause.
13.TERMINATION
13.1 AGREEMENT. Either Party may terminate or suspend this Agreement in whole or part upon thirty
{30)days written notice to the other party within 30 days of an anticipated grant year end date.
In all instances of termination or suspension,the non-terminating party shall be given written notice of
the termination or suspension,including a written explanation of the reason(s)for such action.Where
appropriate,the non-terminating party shall be given reasonable time to cure any deficiency in its
performance.If the deficiency is not corrected within a reasonable time,as defined by mutual
agreement of the parties,the Agreement may then be immediately terminated or suspended.
In the event the agreement is terminated or suspended,the AmeriCorps participant shall be removed
from the host site and,if possible,placed at another suitable host site.
14.PROGRAM RESPONSIBILITIES
14.1 MANAGEMENT. Provide program director and program staff to manage larger program operations.
14.2 FINANCIAL.Financial management of program operation including monthly claims to Volunteer
lowa.The program will be responsible for distribution of inember living allowance,FICA,Worker's
Compensation and healthcare benefits. Program staff will write and manage federal AmeriCorps grant
requirements that support most program costs.
14.3 TRAVEL.Provide members with travel reimbursement to all required training events.
14.4 TRAINING.The program will provide site supervisor and members with training opportunities to
perform satisfactorily in their given roles.
14.5 OUTREACH.The program will provide sites with yearly start-up outreach package including
brochures,business cards,and other program-wide marketing items. The program will maintain and
manage Green lowa AmeriCorps program website and web domain.The program will maintain all Green
lowa AmeriCorps social media accounts.
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14.5 UNIFORM5.The program will provide memhers with uniforms for service as well as AmeriCorps
pins and masks.Any host specific uniform requirements must be provided by the host at the expense of
the hast.
GREEN IOWA AMERlCORPS H05T SITE 1 HOST SITE 2
� n � i ._
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.A ,L. �����%'�, �✓���rj�
SIGNED BY: Ashley Craft SIGNED BY:Gina Bell SIGNED BY:Paul Schultz�
TITLE:Director TITLE:Sustainahility Coordinator TITLE:President
�;i DATE: OJ/O�/2020 _ DA7E: � — -I r/'�/!�/ DATE: � J � Y ��
14.CONTACT INFORMATION
14.1 GREEN IOWA AMERICORPS.
PRIMARY CONTACT SECONDARY COIVTACTS
Ashley Craft Carmen Finken
319-273-7273 319-273-7194
green iowadirector@gm ai I.com
finkencC�uni.edu
14.2 HOST 517E 1. HOST SITE 2.
HOST SITE 1 CONTACT WOST SITE 2 CONTACT
Gina Bell Paul Schultz
563.690,6038 563.845.1714
gbell@cityofdubuque.org paul@greendubuque.org
I
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WITNESS WHEREOF,the parties have executed this Host SiYe Agreement (
� 1
,
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