AmeriCorps Partners in Learning Supplemental Grant AwardMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: AmeriCorps Partners in Learning Supplemental Grant Award
DATE: September 29, 2010
The City of Dubuque's Partners in Learning AmeriCorps Program has been awarded a
grant from the Corporation for National and Community Service. The grant is for the
period of September 15, 2010 to August 31, 2011. It will provide an award of $74,577.
The source of match funding is a 25% match from AmeriCorps sites and in kind match
for administration and training.
Leisure Services Manager Marie Ware recommends City Council authorization for the
City Manager to execute the supplemental grant agreement with the Iowa Commission
on Volunteer Service for the City of Dubuque AmeriCorps Program.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Marie L. Ware, Leisure Services Manager
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Dubuque
hitri
All-America City
2007
Michael C. Van Milligen
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Masterpiece on the Mississippi
TO:
FROM:
SUBJECT:
DATE:
Attachment
Michael C. Van Milligen, City Manager
Marie L. Ware, Leisure Services Manager
AmeriCorps Partners in Learning Supplemental Grant Award
September 28, 2010
cc: Penny Ehlinger, AmeriCorps Program Director
tt,o)-
INTRODUCTION
The purpose of this memorandum is to request the City Council to authorize the City
Manager's execution of the attached supplemental grant agreement with the Iowa
Commission on Volunteer Service for the City of Dubuque AmeriCorps Program.
Dubuque
kraal
All- AmedcaCity
2007
BACKGROUND
The City of Dubuque's Partners in Learning AmeriCorps Program has been awarded a
grant from the Corporation for National and Community Service. The grant is for the period
of September 15, 2010 to August 31, 2011. It will provide an award of $74,577. The source
of match funding is a 25% match from AmeriCorps sites and in kind match for
administration and training. This program is directed by Penny Ehlinger and Beverly Berna,
They currently are sharing the position in the interim of hiring. The recruitment and hiring
process to replace Penny whom is retiring, is taking place currently.
Positions for this supplemental grant include Buyer Supplier /Local Food Coordinator,
Circles Coordinator, Health Access Coordinator, Regional Transportation Solutions
Coordinator, Sustainability and Low - Income Outreach Coordinator, Washington
Development Coordinator, in addition to several coordinator positions at the Multicultural
Family Center. Applications for these supplemental AmeriCorps positions may be picked up
at the Multicultural Family Center during regular hours.
The grant agreement was received late last week due to the late release by the Corporation
for National and Community Service. The AmeriCorps program has seen highly successful
results in its 10 year history. The lives of many people in Dubuque have been touched by
AmeriCorps members.
RECOMMENDATION OR CONCLUSION
I recommend authorizing the City Manager's to sign attached supplemental grant
agreement with the Iowa Commission on Volunteer Service.
IOWA COMMISSION ON VOLUNTEER SERVICE
AmeriCorps GRANT AGREEMENT
GRANT NUMBER:
AWARD DATE:
AWARD AMOUNT:
GRANTEE FED. ID. #:
ARTICLE I
DEFINITIONS
As used in this Agreement, the following terms shall apply:
THIS AmeriCorps AGREEMENT is made by and between the IOWA COMMISSION ON
VOLUNTEER SERVICE, 200 East Grand Avenue, Des Moines, Iowa 50309 ( "Commission" or
"ICVS "), an agency of the State of Iowa, and City =of Dubuque (" Grantee "), 41 ty go went.
The Commission desires to make a grant to the Grantee and the Grantee desires to accept this grant,
all upon the terms and conditions set forth in this Agreement.
THEREFORE, in consideration of the mutual promises contained in this Agreement and other good
and valuable consideration, it is agreed as follows:
1.1 ACT. "Act" means the National and Community Service Act of 1990, as amended (42 U.S.C.
S.12591 ET seq.).
1.2 AWARD DATE. "Award Date" means the date on which the Commission approved the
grant award.
1.3 GRANT AGREEMENT or AGREEMENT. "Grant Agreement" or "Agreement" means this
Agreement and all of the exhibits, attachments and documents referred to in the Agreement and all
other instruments or documents executed by the parties or otherwise required in connection with the
Agreement.
1.4 PROJECT. "Project" means the detailed description of the work, services, and other obligations
to be performed or accomplished by the Grantee as described in this Agreement and the AmeriCorps
application approved by the Commission.
1.5 PROJECT COMPLETION DATE. "Project Completion Date" means a :� and is
the date by which the Project tasks shall have been fully accomplished including fulfillment of the
obligations identified in Article VI.
AmeriCorps Grant Agreement
Format Approved 10/94
Revised 8/04
Page 2 of 11
ARTICLE II
FUNDING
2.1 FUNDING SOURCE. The source of funding for the Grant is a grant from the Corporation for
National Service for the AmeriCorps Program. The Grantee shall comply with the requirements,
conditions and rules of the Commission and any other public or private entity having authority over
the funds or the Grant.
2.2 RECEIPT OF FUNDS. All payments under this Agreement are subject to receipt by the
Commission of sufficient funds for the AmeriCorps Program. Any termination, reduction or delay of
funds to the Commission shall, at the option of the Commission, result in the termination, reduction
or delay of funds to the Grantee.
ARTICLE III
GRANT; TIME OF PERFORMANCE; WORK TO BE PERFORMED
3.1 GRANT. The Commission grants $74 77. for the time period of Sepfember> 5 O f O, to
f,'261,1, to the Grantee for AmeriCorps activities.
3.2 WORK TO BE PERFORMED. Subject to the terms and conditions set forth in this
Agreement, ICVS grants funds to the Grantee to perform activities and services as specifically
outlined in Exhibit C entitled "Grant Application" dated Sefetnber"I,2b.,0, attached hereto, and
incorporated by this reference, and for such other tasks as ICVS and Grantee may agree to in writing.
ARTICLE IV
CONDITIONS TO DISBURSEMENT OF FUNDS
Unless and until the following conditions have been satisfied, the Commission shall be under no
obligation to disburse to the Grantee any amounts under the Grant Agreement:
4.1 GRANT AGREEMENT EXECUTED. The Grant Agreement shall have been properly
executed and, where required, acknowledged.
4.2 AUTHORITY Resolution of the Board of Directors authorizing the execution and delivery of
this Grant Agreement and such other papers as the Commission may reasonably request, and
specifying the officer(s) authorized to execute the Grant Agreement and bind the Grantee.
ARTICLE V
REPRESENTATIONS AND WARRANTIES OF GRANTEE
izgust •
To induce the Commission to make the Grant referred to in this Agreement, the Grantee represents,
covenants and warrants that:
5.1 AUTHORITY. The Grantee is duly authorized and empowered to execute and deliver the
Grant Agreement. All action on the Grantee's part, such as appropriate resolution of its Board of
10 -AF -21
Page 3 of 11
Directors for the execution and delivery of the Grant Agreement, has been effectively taken.
5.2 FINANCIAL INFORMATION. All financial statements and related materials concerning the
Grantee and the Project provided to the Commission are true and correct in all material respects and
completely and accurately represent the subject matter thereof as of the effective date of the
statements and related materials, and no material adverse change has occurred since that date.
5.3 APPLICATION. The contents of the application the Grantee submitted to the Commission for
funding is a complete and accurate representation of the Grantee and the Project as of the date of
submission and there has been no material adverse change in the organization, operation, or key
personnel of the Grantee since the date the application was submitted to the Commission.
5.4 PRIOR AGREEMENTS. The Grantee has not entered into any verbal or written contracts,
agreements or arrangements of any kind, which are inconsistent with the Grant Agreement.
5.5 EFFECTIVE DATE. The covenants, warranties and representations of this Article are made as
of the date of this Agreement and shall be deemed to be renewed and restated by the Grantee at the
time of each request for disbursement of funds.
ARTICLE VI
GRANTEE OBLIGATIONS
6.1 AFFIRMATIVE COVENANTS. The Grantee covenants with ICVS that:
(a) PROJECT WORK AND SERVICES. The Grantee shall complete the work and
services detailed in its application.
(b) COMPLIANCE WITH LAW AND REGULATIONS. The Grantee shall comply with
the provisions of the Act, the Corporation's regulations (45 CFR 2510 et al) (Exhibit D),
AmeriCorps - Provisions (Exhibit E) and all other applicable laws and regulations.
(c) ACCESS TO RECORDS. The Grantee shall permit the Commission, Auditor of the
State of Iowa or any authorized representative of the State, and where federal funds are
involved, the Comptroller General of the United States or any other representative of the
United States Government, to access and examine, audit, excerpt and transcribe any directly
pertinent books, documents, papers and records of Grantee relating to orders, invoices, or
payments or any other documentation or materials pertaining to this contract.
(d) RECORDS RETENTION. All records of the Grantee relating to this contract shall
be retained for a period of five (5) years following the date of final payment or
completion of any required audit and resolution of any audit findings, whichever is
earlier.
(e) USE OF GRANT FUNDS. The Grantee shall expend funds received under the Grant
only for the purposes and activities described in its application and approved by the
Page 4of11
Audit Report
Commission and in compliance with applicable federal and state law and regulations.
(f) DOCUMENTATION. The Grantee shall deliver to ICVS upon request, (i) copies of all
contracts or agreements relating to the Project, (ii) invoices, receipts, statements or vouchers
relating to the Project, (iii) a list of all unpaid bills for labor and materials in connection with
the Project, (iv) budgets and revisions showing estimated Project costs and funds required at
any given time to complete and pay for the Project, and (v) current and year -to -date operating
statements not older than sixty (60) days from the date of request.
(g) NOTICE OF PROCEEDINGS. The Grantee shall promptly notify ICVS of the
initiation of any claims, lawsuits or proceedings brought against the Grantee.
(h) REPORTS. The Grantee shall submit the following reports to ICVS:
ITEM
Payment Request
Periodic Expense Report
Federal Financial Report (FFR)
Final Federal Financial Report
Performance Measures Reporting
Performance Measures
negotiated with ICVS staff
NO. OF COPIES
one signed original
in iowagrants.gov
in OnCorps
in OnCorps
Performance Measures Reporting in Survey Monkey
Final Performance Measures Report in Survey Monkey
DATE DUE
25 of each month
20 of each month
April 25, 2011 and
October 25, 2011
Within 60 days of
termination of grant
agreement
within 30 days of
grant agreement start
date
April 15, 2011
October 15, 2011
Within 60 days of
expiration or
termination of grant
agreement
one copy See exhibit "A"
(i) MAINTENANCE OF PROJECT PROPERTY AND INSURANCE. Grantee shall
maintain with financially sound and reputable insurers, insurance to protect its properties
against losses or damages of the kind customarily insured against by corporations of
established favorable reputation engaged in the same or similarly situated. Grantee shall, on
request of ICVS, furnish a schedule of all insurance carried by it, setting forth in detail the
amount and type of such insurance.
Page 5 of 11
(j) INDEMNIFICATION. Grantee shall jointly and severally defend, indemnify and hold
ICVS and any federal funding source, its successors and assigns, harmless from and against
any liability, loss, damage or expense, including reasonable counsel fees, which ICVS may
incur or sustain by reason of (a) the failure of Grantee to fully perform and comply with the
terms and obligations of this loan; (b) Grantee's performance or attempted performance of the
Project; (c) Grantee's activities with subcontractors and third parties.
(k) INTEREST AND UNEXPENDED PROCEEDS. The Grantee shall return all
unexpended Grant proceeds and interest accrued on Grant proceeds to the Commission
within thirty (30) days after the agreement expiration date.
ARTICLE VII
DOCUMENTS INCORPORATED BY REFERENCE PRIORITY
7.1 DOCUMENTS INCORPORATED BY REFERENCE. The following documents are hereby
incorporated by reference: -
1. Exhibit A, "AUDIT REQUIREMENTS ".
2. Exhibit B, "APPROVED BUDGET ", dated SetenibeQ.
3. Exhibit C, "GRANT APPLICATION ", dated Seiiteinbex _A on the SF424 form.
4. Exhibit D, "FEDERAL REGULATIONS"
5. Exhibit E, "AmeriCorps — PROVISIONS ".
7.2 ORDER OF PRIORITY. In the event of a conflict between documents of this agreement,
the following order of priority shall govern:
1. Articles I through X herein.
2. Exhibit A, "AUDIT REQUIREMENTS ".
3. Exhibit B, "APPROVED BUDGET ", dated
:eprenber
4. Exhibit C, "GRANT APPLICATION ", dated Septeiberr
5. Exhibit D, "FEDERAL REGULATIONS"
6. Exhibit E, "AmeriCorps - PROVISIONS ".
Q on the SF424 form.
1k` =th
Page 6 of 11
ARTICLE VIII
DEFAULT AND REMEDIES
8.1 EVENTS OF DEFAULT. The following shall constitute Events of Default under this Grant
Agreement:
(a) MATERIAL MISREPRESENTATION. If at any time any representation, warranty or
statement made or furnished to the Commission by, or on behalf of, the Grantee in
connection with this Grant Agreement or to induce the Commission to make a grant to the
Grantee shall be determined by the Commission to be incorrect, false, misleading or
erroneous in any material respect when made or furnished and shall not have been remedied
to the Commission's satisfaction within thirty (30) days after written notice by the
Commission is given to the Grantee.
(b) LACK OF PROGRESS. If there is a failure of the Grantee to make substantial and
timely progress toward performance of the Project;
(c) NONCOMPLIANCE. If there is a failure by the Grantee to comply with any of the
covenants, terms or conditions contained in this Agreement.
(d) PROJECT COMPLETION DATE. If the Project, in the sole judgment of the
Commission, is not completed on or before the Project Completion Date.
(e) MISSPENDING. If the Grantee expends Grant proceeds for purposes not described in
the application or authorized by the Commission.
(f) INSOLVENCY OR BANKRUPTCY If the Grantee becomes insolvent or bankrupt, or
admits in writing its inability to pay its debts as they mature, or makes an assignment for the
benefit of creditors, or the Grantee applies for or consents to the appointment of a trustee or
receiver for the Grantee or for the major part of its property; or if a trustee or receiver is
appointed for the Grantee or for all or a substantial part of the assets of the Grantee and the
order of such appointment is not discharged, vacated or stayed within sixty (60) days after
such appointment; or if bankruptcy, reorganization, arrangement, insolvency, or liquidation
proceedings or other proceedings for relief under any bankruptcy or similar law or laws for
the relief of debtors, are instituted by or against the Grantee and, if instituted against the
Grantee is consented to, or, if contested by the Grantee is not dismissed by the adverse
parties or by an order, decree or judgment within sixty (60) days after such institution.
(g) INSURANCE. If loss, theft, damage or destruction of any substantial portion of the
property of the Grantee occurs for which there is either no insurance coverage or for which,
in the opinion of the Commission, there is insufficient insurance coverage.
8.2 NOTICE OF DEFAULT. ICVS shall issue a written notice of default providing therein a
fifteen (15) day period in which the Grantee shall have an opportunity to cure, provided that cure is
possible and feasible.
Page 7 of 11
8.3 REMEDIES UPON DEFAULT. If, after opportunity to cure, the default remains, ICVS may
do one or more of the following:
(a) exercise any remedy provided by law,
(b) require immediate repayment of the full amount of funds disbursed to the Grantee
under the Grant Agreement plus interest.
9.1 REQUEST FOR REIMBURSEMENT. All disbursements of proceeds shall be subject to
receipt by the Commission of requests for disbursement submitted by the Grantee. Requests for
disbursement shall be in form and content acceptable to the Commission. Each requisition shall be
submitted to the Commission according to the schedule shown in Article 6.1(h).
9.2 REQUEST FOR ADVANCE PAYMENT.
ARTICLE IX
DISBURSEMENT PROCEDURES
(a) Advance Payments. The Grantee may receive advance payments of grant funds,
provided the Grantee meets the financial management standards specified in OMB Circulars
A -102 or A -110, as applicable.
(b) Immediate cash flow needs. The amount of advance payments requested by the
Grantee must be based on actual and immediate cash needs in order to minimize federal
cash on hand in accordance with policies established by the U.S. Commission of the
Treasury in 31 CFR Part 205.
(c) Discontinuing advance payments. The ICVS may, after providing due notice to the
Grantee, discontinue the advance payment method and allow payments in advance only by
individual request and approval or by reimbursement when a grantee receiving payments
demonstrates unwillingness or inability to establish procedures to minimize the time
elapsing between the receipt of the cash advance and its disbursement.
(d) Interest bearing accounts. In most circumstances, the Grantee must deposit advance
funds received from the ICVS in a federally insured, interest - bearing account. For
exceptions to this requirement, refer to OMB Circular A -102 or A -110, as appropriate.
ARTICLE X
GENERAL TERMS AND PROVISIONS
10.1 BINDING EFFECT. This Grant Agreement shall be binding upon the Grantee and the
Commission, and their respective successors, legal representatives and assigns. The obligations,
covenants, warranties, acknowledgments, waivers, agreements, terms, provisions and conditions of
this Grant Agreement shall be jointly and severally enforceable against the parties to this Grant
Agreement.
16 - - 21:
Page 8 of 11
10.2 COMPLIANCE WITH LAWS AND REGULATIONS. Grantee shall comply with all
applicable State and federal laws, rules, ordinances, regulations and orders.
10.3 TERMINATION DUE TO NONAPPROPRIATION OR REDUCTION. If funds
anticipated for the continuing fulfillment of this Agreement are at any time not forthcoming or
insufficient due to non - appropriation, termination of the program, or reduction in funding level, then
ICVS shall have the right to terminate this contract without penalty by giving the Contractor not less
than thirty (30) days written notice. In the event of termination of this agreement under this Article,
the exclusive, sole and complete remedy of the Contractor shall be payment of services rendered
prior to termination.
10.4 TERMINATION. This agreement may be terminated in the following circumstances:
(a) At ICVS' discretion, without cause, after thirty (30) days written notice to Contractor.
(b) As a result of Contractor's default under this Agreement.
(c) As a result of the termination or reduction of funding to ICVS.
The Administrative Rules of ICVS in regards to the appeals process apply in all situations.
10.5 TERMINATION FOR CONVENIENCE. In addition to termination due to an event of
default or non - appropriation of funds, this Grant Agreement may be terminated in whole, or in part,
when the Commission and the Grantee agree that the continuation of the Project would not produce
beneficial results commensurate with the future disbursement of Grant funds. The Grantee shall not
incur any obligations after the effective date of the termination and shall cancel as many outstanding
obligations as is reasonably possible. The Commission will allow full credit to the Grantee for the
Commission share of the non - cancelable obligations allowable under the Grant Agreement and
properly incurred by the Grantee prior to termination.
10.6 PROCEDURE UPON TERMINATION. If the Grant Agreement is terminated for
convenience, an event of default or non - appropriation of funds, disbursements shall be allowed for
costs up to the date of termination determined by the Commission to be in compliance with this
Grant Agreement. The Grantee shall return to the Commission all unencumbered Grant proceeds
within one (1) week of receipt of Notice of Termination.
10.7 UNALLOWABLE COSTS. If ICVS determines at any time, whether through monitoring,
audit, closeout procedures or by other means, that the Grantee has expended funds which are
unallowable, the Grantee will be notified of the questioned costs and given an opportunity to justify
questioned costs prior to ICVS' final determination of the disallowance of costs. If it is ICVS' final
determination that costs previously paid by the Commission are unallowable under the terms of the
Agreement, the expenditures will be disallowed and the Grantee shall repay to ICVS any and all
disallowed costs.
10.8 SURVIVAL OF AGREEMENT. If any portion of this Grant Agreement is held to be invalid
or unenforceable, the remainder shall be valid and enforceable. The provisions of this Grant
Agreement shall survive the execution of all instruments herein mentioned and shall continue in full
force until the Grant is paid in full.
l` - AF -
Page 9 of 11
10.9 GOVERNING LAW. This Grant Agreement shall be interpreted in accordance with the law
of the State of Iowa, and any action relating to the Grant Agreement shall only be commenced in the
Iowa District Court for Polk County or the United States District Court for the Southern District of
Iowa.
10.10 MODIFICATION.
(a) JOINT MODIFICATION. The Commission or the Grantee may, during the duration of
this Agreement, deem it necessary to modify provisions of this Agreement, which increase or
decrease the total amount of the Agreement, make a substantial change in the scope of
services, add additional budget line items or transfer funds between line items within a
budget category. All changes shall be incorporated into this Agreement through written
amendment signed by both the Commission and the Grantee. The provisions of the
amendment shall be in effect as of the date of modification is signed by both the Commission
and the Grantee, unless otherwise specified within the amendment.
(b) MODIFICATION NOT REQUIRED. Budget modifications that do not require a
written amendment are those in which any or all of the administrative budget category is
transferred to the AmeriCorps member wages and fringe benefit category or those in which
one or more administrative budget line items changed but the total expenditures for
administrative budget categories do not exceed the approved budget for administrative
budget categories.
(c) UNILATERAL MODIFICATION. Notwithstanding paragraph "a" above, ICVS may
unilaterally modify this Agreement at will in order to accommodate any change in the Act or
any change in the interpretation of the Act or any applicable federal, state or local laws,
regulations, rules or policies. A copy of such unilateral modification will be given to the
Grantee as an amendment to this Agreement.
10.11 NOTICES. Whenever this Grant Agreement requires or permits any notice or written request
by one party to another, it shall be in writing, enclosed in an envelope, addressed to the party to be
notified at the address heretofore stated (or at such other address as may have been designated by
written notice), properly stamped, sealed and deposited in the United States Mail, as Certified Mail,
Return Receipt Requested. Any such notice given hereunder shall be deemed delivered upon the
earlier of actual receipt or two (2) business days after posting. The Commission may rely on the
address of the Grantee set forth heretofore, as modified from time to time, as being the address of the
Grantee.
10.12 WAIVERS. No waiver by the Commission of any default hereunder shall operate as a waiver
of any other default or of the same default on any future occasion. No delay on the part of the
Commission in exercising any right or remedy hereunder shall operate as a waiver thereof. No single
or partial exercise of any right or remedy by the Commission shall preclude future exercise thereof or
the exercise of any other right or remedy.
10 =F =21.
Page l0 of 11
10.13 LIMITATION. The Commission shall not, under any circumstances, be obligated financially
under this Grant Agreement except to disburse funds according to the terms of the Agreement.
10.14 ENFORCEMENT EXPENSES. The Grantee shall pay upon demand any and all reasonable
fees and expenses of the Commission, including the fees and expenses of their attorneys, experts and
agents, in connection with the exercise or enforcement of any of the rights of the Commission under
this Grant Agreement.
10.15 HEADINGS. The headings in this Grant Agreement are intended solely for convenience of
reference and shall be given no effect in the construction and interpretation of this Grant Agreement.
10.16 COST VARIATION. In the event that the total Project cost is less than the amount specified
in this Agreement, ICVS' participation shall be reduced at the same ratio as ICVS funds are to the
total Project cost, and any disbursed excess above the reduced ICVS participation amount shall be
returned immediately to ICVS.
10.17 COMPLIANCE WITH EEO /AA PROVISIONS. Grantee shall comply with the provisions
of federal, state and local laws and regulations to ensure that no employee or applicant for
employment is discriminated against because of race, religion, color, age, sex, national origin, or
disability. Grantee shall provide state or federal agencies with appropriate reports as required to
ensure compliance with equal employment laws and regulations. Grantee shall ensure that all
authorized subcontractors comply with provisions of this clause. A breach of this Article shall be
considered a material breach of this contract.
10.18 NON - ASSIGNMENT. This contract may not be assigned without prior ICVS written
consent.
10.19 JOINT LIABILITY. If Grantee is a joint entity, consisting of more than one individual,
partnership, corporation or other business organization, all such entities shall be jointly and severally
liable for carrying out the activities and obligations of this contract, and for any default of such
activities and obligations.
10.20 INTEGRATION. This Grant Agreement contains the entire understanding between the
Grantee and the Commission and any representations that may have been made before or after the
signing of this Grant Agreement, which are not contained herein, are nonbinding, void and of no
effect. Neither of the parties has relied on any such prior representation in entering into this Grant
Agreement.
Page 11 of 11
10.21 COUNTERPARTS. This Agreement may be executed in any number of counterparts, each
of which shall be deemed to be an original, but all of which together shall constitute but one and the
same instrument.
IN WITNESS WHEREOF, the parties have executed this Grant Agreement.
IOWA COMMISSION ON
VOLUNTEER SERVICE
BY: BY:
DATE:
Adam Lounsbury
Executive Director
DATE:
uE
/6/J la
Page 11 of 11
10.21 COUNTERPARTS. This Agreement may be executed in any number of counterparts, each
of which shall be deemed to be an original, but all of which together shall constitute but one and the
same instrument.
IN WITNESS WHEREOF, the parties have executed this Grant Agreement.
IOWA COMMISSION ON
VOLUNTEER SERVICE
BY: BY:
Adam Lounsbury
Executive Director
DATE: DATE:
ityofItjiuque
EXHIBIT A
AUDIT REQUIREMENTS
1. Agreements must be audited by a Certified Public Accountant or a Public Accountant as
defined by Chapter - I16 of Code of Iowa or by the State - Auditor. = `=
2. Audit Report Format. The report must include at a minimum:
(a) short form auditor's opinion on the financial statements;
(b) Auditor's comments on: compliance of the Grantee with the terms and conditions of
the Agreement (including the Statement of Work) and policies and procedures prescribed
by the Grantee's governing board regarding financial operations; internal accounting
controls; reasonableness of cost allocation methods if personnel and overhead costs are
allocated to more than one project;
(c) cumulative statement of resources and expenses by the individual project Agreement
for the full Agreement period; balance sheet if there are receivables and payables at the
end of the project period; and
(d) notes to the financial statements; comments on questioned costs and accounting
systems weaknesses.
3. The Agreement shall be audited within ninety (90) days after the termination date of the
Agreement, unless the Commission approves a time extension. One (1) copy of the audit report
is to be submitted to the Commission for consideration.
4. If the audit for this Agreement is included as part of an annual agency -wide audit, the
provisions included in OMB Circular A -133 (Revised) will meet the minimum audit
requirements of the Commission. Grantees expending $500,000 or more in federal awards in
their fiscal year must have these funds audited in accordance with OMB Circular A -133
(Revised) (either organization -wide or program specific). If $500,000 or more in federal funds
were expended from more than one federal source, an organization -wide audit under OMB
Circular A -133 (Revised) will be required. Grantees expending less than $500,000 in federal
awards in a year are exempt from any federal audit requirements for that year, but shall comply
with audit requirements prescribed by state or local law. In an annual agency -wide audit, the
audit report shall be due within 30 days after the completion of the audit, but no later than one
year after the end of the audit period, unless a longer period is agreed to by both parties. At a
minimum, the report must show revenues by source: state and local; and expenses by category;
administrative costs and enrollees costs.
Performance Measures
SAA Characteristics
Rural Urban
Encore program None of the above
x
Priority Areas
Education Healthy Futures
Selected for National Measure Selected for National Measure
Environment/Clean Energy Veterans
Selected for National Measure Selected for National Measure
Opportunity x Other
Selected for National Measure
Prev. Yrs. Data:
Grand Total of all MSYs entered for all Priority Areas
Service Categories
Community -Based Volunteer Programs
For Official Use Only
Selected for National Measure
Increasin • Ca acit of Non i rofit Or • anizations
Service Category: Community -Based Volunteer Programs
Measure Category: Not Applicable
Strategy to Achieve Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
AmeriCorps members will provide services to clients related to unemployment and health care. In
addition, they will recruit additional community volunteers to provide these services as well.
Results
Result: Output
Clients will receive information, education, referrals and other information related to health care,
employment and other needs in order to increase their knowledge of these areas and to increase their
ability to access community resources.
Indicator: adult beneficiaries
Target: Number of clients served through efforts of the AmeriCorps members
Target Value: 250
Instruments: Client tracking form
PM Statement: 250 individuals will receive information, resources and /or referrals designed to increase their
employment and /or access to health care and /or education or other needs.
Result: Intermediate Outcome
Clients will report that information provided is useful or helpful to them in increasing their knowledge
For Official Use Only
Page 17
0
Primary El Secondary ❑
Prev. Yrs. Data:
For Official Use Only
Result: Intermediate Outcome
or their ability to access community resources.
Indicator: Percentage of clients
Target: Clients will report that the information /resources received were helpful to them in increasing
their knowledge /skills or in increasing their ability to access community resources.
(employment, education, health, housing or other issues may be addres
Target Value: 75%
Instruments: Client survey
PM Statement: 75% of clients surveyed will report that the AmeriCorps members were able to provide them with
information that is helpful /useful to them in increasing their knowlege on specific topics
(employment, housing, healthcare, education, etc.) or in helping them in accessing other community
resources.
For Official Use Only
Page 18
For Official Use Only
Required Documents
Document Name Status
Evaluation Not Applicable
Labor Union Concurrence Not Applicable
For Official Use Only
Page 19
Exhibit B
Approved Budget
September 15, 2010 3:18 PM
Recovery Partners in Learning AmeriCorps Program
City of Dubuque
Application ID: 10AC120085 Budget Dates:
Total Amt
Section I. Program Operating Costs
A. Personnel Expenses 29,533
B. Personnel Fringe Benefits 850
C. Travel
Staff Travel
Member Travel
CNCS Share Grantee Share
6,200
0
Total $0 $0 $0
D. Equipment
E. Supplies
F. Contractual and Consultant Services
G. Training
Staff Training
Member Training 1,210 0 1,210
Total $1,210 $0 $1,210
H. Evaluation
I. Other Program Operating Costs 1,813 0 1,813
Travel to CNCS- Sponsored Meetings 0 0 0
Section 1. Subtotal
Section I Percentage
Section II. Member Costs
A. Living Allowance
Full Time (1700 hrs) 11,800 9,690 2,110
1 -Year Half Time (900 hours) 60,350 51,297 9,053
Reduced Half Time (675 hrs) 0 0 0
Quarter Time (450 hrs) 0 0 0
Minimum Time (300 hrs) 0 0 0
2 -Year Half Time (2nd Year) 0 0 0
2 -Year Half Time (1st Year) 0 0 0
Total $72,150 $60,987 $11,163
B. Member Support Costs 7,604 4,490 3,114
FICA for Members 0 0 0
Worker's Compensation 0 0 0
Health Care 0 0 0
Total $7,604 $4,490 $3,114
Section II. Subtotal $79,754 $65,477 $14,277
Section II. Percentages
Section III. Administrative /Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount 6,550 2,900 3,650
Commission Fixed Amount 725 725 0
Total $7,275 $3,625 $3,650
B. Federally Approved Indirect Cost Rate
Section III. Subtotal $7,275 $3,625 $3,650
Section III Percentage
Section 1 + III. Funding Percentages
Budget Totals
Budget Total Percentage
Required Match
# of years Receiving CNCS Funds
Total $1,813 $0 $1,813
$33,406 $6,200 $27,206
$120,435
19% 81%
82% 18%
50% 50%
24% 76%
$75,302
63%
24%
2
23,333
850
$45,133
37%
RPT_BGT_424
Form 424A Modified SF -424A (4/88 and 12/97)
Page 1
Total MSYs
Cost/MSY
September 15, 2010 3:18 PM
Recovery Partners in Learning AmeriCorps Program
City of Dubuque
6.00
$12,550
RPT_BGT_424
Form 424A Modified SF -424A (4/88 and 12/97)
Page 2
Position/Title -Qty - Annual Salary -% Time
CNCS Share
Grantee Share
Total Amount
Administrative Assistant: - 1 person(s) at 20800 each x 29.81 % usage
6,200
0
6,200
Site Supervisors: - 4 person(s) at 74880 each x 7.79 % usage
0
23,333
23,333
CATEGORY Totals
6,200
23,333
29,533
Purpose - Calculation -Total Amount
CNCS Share
Grantee Share
Total Amount
FICA & IPERS: FICA @ .0765 = $475 IPERS @ .0605 = $375
0
850
850
CATEGORY Totals
0
850
850
Item - Calculation
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0 0
0
Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
Item /Purpose -Qty -Unit Cost
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
Budget Narrative for 10AC120085
Budget Narrative: Recovery Partners in Learning AmeriCorps Program for City of
Dubuque
Section I. Program Operating Costs
A. Personnel Expenses
B. Personnel Fringe Benefits
C. Travel
Staff Travel
Member Travel
D. Equipment
Page 1 of 4
E. Supplies
https: / /egrants .cns.gov /espan/ main / report. jsp? sid= 87268990921e1133b3246ad6d10fDOddff .. 9/15/2010
Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
Travel to CNCS- Sponsored Meetings:
0
0
0
Payroll /Accounting Clerk: Clerk @ $16 per hour X 2 hours per week
0
1,728
1,728
Criminal Background Checks: In state checks $5 X 8 Members Out of state
checks $15 X 3 Members
0
85
85
CATEGORY Totals
0
1,813
1,813
SECTION Totals
6,200
27,206
33,406
PERCENTAGE
19%
81%
Purpose - Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
Uniforms and name tags: Uniforms @ $35 + Name Tags @ $5 X 11 Members
= $440- Daily Rate of 0
0
440
440
Portfolio, Handbook and other materials: Material cost @ $50 for 11 Members-
Daily Rate of 0
0
550
550
CPR & First Aid: Training cost @ $20 per Member for 11 Members- Daily Rate
of 0
0
220
220
CATEGORY Totals
0
1,210
1,210
Purpose - Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
Purpose - Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
Purpose - Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
Budget Narrative for 10AC120085
F. Contractual and Consultant Services
G. Training
Staff Training
Member Training
H. Evaluation
I. Other Program Operating Costs
Page 2 of 4
https:// egrants .cns.gov /espan/main/report.j sp ?sid= 87268990921 e 1133b3246ad6d 10f0Oddff... 9/15/2010
Item - # Mbrs w/ Allow - Allowance Rate - # Mbrs w/o Allow
CNCS Share
Grantee Share
Total Amount
Full Time (1700 hrs): 1 Member(s) at a rate of 11800 each
Members W/O allowance 0
9,690
2,110
11,800
1 -Year Half Time (900 hours): 10 Member(s) at a rate of 6035 each
Members W/O allowance 0
51,297
9,053
60,350
2 -Year Half Time (1st Year): Member(s) at a rate of each
Members W/O allowance
0
0
0
2 -Year Half Time (2nd Year): Member(s) at a rate of each
Members W/O allowance
0
0
0
Reduced Half Time (675 hrs): Member(s) at a rate of each
Members W/O allowance
0
0
0
Quarter Time (450 hrs): Member(s) at a rate of each
Members W/O allowance
0
0
0
Minimum Time (300 hrs): Members) at a rate of each
Members W/O allowance
0
0
0
CATEGORY Totals
60,987
11,163
72,150
Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
FICA for Members:
0
0
0
Worker's Compensation:
0
0
0
Health Care:
0
0
0
FICA: FICA @ .0765
4,490
1,000
5,490
Workman's comp: Workman's Comp @ 28.57 per Member
0
314
314
Health Insurance: Health Insurance @ $150 x 12 months for 1 Member
0
1,800
1,800
CATEGORY Totals
4,490
3,114
7,604
SECTION Totals
65,477
14,277
79,754
PERCENTAGE
82%
18%
- Budget Narrative for 10AC120085
Section II. Member Costs
A. Living Allowance
B. Member Support Costs
Section III. Administrative /Indirect Costs
A. Corporation Fixed Percentage
Item - Calculation
CNCS Share
Grantee Share
Page 3 of 4
Total Amount
https:// egrants. cns. gov / espan /main/report.jsp ?sid= 87268990921 e 1133b3246ad6d10fD0ddff... 9/15/2010
Calculation -Cost Type -Rate - Rate Claimed -Cost Basis
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
SECTION Totals
3,625
3,650
7,275
PERCENTAGE
50%
50%
BUDGET Totals
75,302
45,133
120,435
PERCENTAGE
63%
37%
25,061
Total MSYs
6.00
Partners /sites provide $2 per hour for Member Service Hours.
21,400
Cost1MSY
12,550
Total Source of Funds
Section
Match Description
Amount
Type
Source
Source of Funds
Site Supervisors and Account Clerk Time
25,061
In Kind
State /Local
Partners /sites provide $2 per hour for Member Service Hours.
21,400
Cash
State /Local
Total Source of Funds
46,461
Corporation Fixed Amount: Corporation Admin Fee @ 4%
2,900
3,650
6,550
Commission Fixed Amount: Commission Admin Fee @ 1%
725
0
725
CATEGORY Totals
3,625
3,650
7,275
Budget Narrative for 10AC120085
B. Federally Approved Indirect Cost Rate
Page 4 of 4
Source of Funds
https: / /egrants.cns.gov /espan/ main /report.] sp ?sid= 87268990921 e 1133b3246ad6d 1 Of00ddff... 9/15/2010
Exhibit C
Grant Application
APPLICATION FOR FEDERAL ASSISTANCE
Modified Standard Form 424 (Rev.02 /07 to confirm to the Corporation's eGrants System)
1. TYPE OF SUBMISSION:
- Construction
Application X Non
2a. DATE SUBMITTED TO CORPORATION
FOR NATIONAL AND COMMUNITY
SERVICE (CNCS):
2b. APPLICATION ID:
10AC120085
3. DATE RECEIVED BY STATE:
01- SEP -10
STATE APPLICATION IDENTIFIER:
4. DATE RECEIVED BY FEDERAL AGENCY:
FEDERAL IDENTIFIER:
06AFHIA0010032
5. APPLICATION INFORMATION
LEGAL NAME: City of Dubuque
DUNS NUMBER: 093105302
NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER
PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give
area codes):
NAME: Penny Ehlinger
TELEPHONE NUMBER: (563) 584 -8644
FAX NUMBER: (563) 584 -8643
INTERNET E -MAIL ADDRESS: Penny.Ehlinger @clarke.edu
ADDRESS (give street address, city, state, zip code and county):
1550 Clarke Dr
Clarke College Ms #1546
Dubuque IA 52001 - 3117
County: Dubuque
6. EMPLOYER IDENTIFICATION NUMBER (EIN):
426004596
7. TYPE OF APPLICANT:
7a. Local Government - Municipal
7b. Local Government, Municipal
8. TYPE OF APPLICATION (Check appropriate
X NEW NEW /PREVIOUS
CONTINUATION 1 I AMENDMENT
If Amendment, enter appropriate letter(s) in box(es):
A. AUGMENTATION B. BUDGET REVISION
C. NO COST EXTENSION D. OTHER (specify
box).
GRANTEE
below):
9. NAME OF FEDERAL AGENCY:
Corporation for National and Community Service
10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:94.006
10b. TITLE: AmeriCorps State
11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
Recovery Partners in Learning AmeriCorps Program
11.b. CNCS PROGRAM INITIATIVE (IF ANY):
12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):
Dubuque, Iowa
13. PROPOSED PROJECT: START DATE: 09/01/10 END DATE: 08/31/11
14. CONGRESSIONAL DISTRICT OF: a.Applicant I IA 0011 b.Program I IA 001
15. ESTIMATED FUNDING: Year #: 1
16. IS APPLICATION
ORDER 12372 PROCESS?
SUBJECT TO REVIEW BY STATE EXECUTIVE
PREAPPLICATION /APPLICATION WAS MADE AVAILABLE
STATE EXECUTIVE ORDER 12372 PROCESS FOR
ON:
IS NOT COVERED BY E.O. 12372
a. FEDERAL
$ 75,302.00
YES. THIS
b. APPLICANT
$ 45,133.00
TO THE
REVIEW
DATE:
c. STATE
$ 0.00
d. LOCAL
$ 0.00
X NO. PROGRAM
e. OTHER
$ 0.00
17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
il YES if "Yes," attach an explanation. ® NO
f. PROGRAM INCOME
$ 0.00
g. TOTAL
$ 120,435.00
18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION /PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN
DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE
IS AWARDED.
a. TYPED NAME OF AUTHORIZED REPRESENTATIVE:
Penny Ehlinger
b. TITLE:
Program Director
c. TELEPHONE NUMBER:
(563) 584 -8644
d. SIGNATURE OF AUTHORIZED REPRESENTATIVE:
e. DATE SIGNED:
09/01/10
PART I - FACE SHEET
Page 1
For Official Use Only
Narratives
Rationale and Approach
The ARRA funding for 2009 -2010 allowed for new initiatives. These initiatives have been extremely
important to the well -being of families in the Dubuque area. This request is to have one -year expansion
funding to finalize three efforts that would benefit from additional resources. These three initiatives will
require 1 full -time and 10 half -time positions totaling 6 full time equivalents (FTEs) from the
supplemental funding for the 2010 -2011 Partners in Learning program. The current economic downturn
is facing has stretched resources and efforts are still needed to assist low- income families Our vision
continues to provide a community where all individuals have the opportunity to succeed and contribute.
Member Outputs and Outcomes
With this grant, Partners in Learning will continue to act as an intermediary agency to further
collaborate with partners and stakeholders in the Dubuque community. The Program has been
networking with Mississippi Valley Promise since inception to provide a broader base of services for
children in the community through the incorporation of the Five Promises for Youth. A further
partnership and administration through the Community Foundation of Greater Dubuque and the
initiative of Every Child, Every Promise will result in a bigger pool of stakeholders and the formulation
of youth philanthropy and the resultant benefits. Each year Members complete personal development
goals and portfolios of their experiences and achieve certification in CPR, First Aid, universal
precautions, and child abuse reporting. Since the inception of the program, 100% of Members showed
pre- to post -test increases in knowledge as a result of training provided. All Members receive a mid -term
and exit performance evaluation. In addition, Members are required to evaluate their site supervisors
and program director. This information is summarized and used yearly to improve and make changes in
the overall program design. The program has seen a steady increase of new community volunteers,
business, and agency partnerships and hours of service. The year 2006 -07 saw the engagement of 1 93
volunteers who provided a total of 7,990 volunteer hours. The Program's volunteer goal is to sustain
volunteers in ongoing service as well reach new volunteers for occasional community service projects. In
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Narratives
the upcoming three years, Partners in Learning AmeriCorps Program, acting as an Intermediary Agency,
will continue to engage additional agencies and organizations. This expansion will allow for addressing
the needs of more disadvantaged youth and families and the continued engagement of new community
volunteers. Moving together with the Mississippi Valley Promise initiative and the community needs
assessment and new strategic planning and prioritization of needs the time is right to reach out to new
partners and increase sustainability by community engagement. The Partners in Learning program can
build on the past successes of the Caring Adults and Safe Places Promises as well as adding new
emphasis to A Healthy Start, Marketable Skills and Opportunities to Serve Promises. Ongoing volunteer
recruitment remains a priority so as to enable sustainability of the services now provided. As the net of
partners and collaboration with area organizations grows wider, the likelihood of increasing non -
AmeriCorps volunteers becomes higher. Each year, the Program has exceeded its goals in Member
recruitment and retention, the number of children served and in exceeding the 70% goal of student
improvement in the academic areas of reading and /or math. Sustainability: The Partners in Learning
program has established a diversity of funding and revenue sources, which includes other public and
private funding streams. These streams come to the program indirectly through its partners. Each
partner hosting an AmeriCorps Member provides funding and a site supervisor. Additionally
partnerships provide other in -kind resources to the program. The four colleges and community college
have become a strong source of Member recruitment by offering college credit and allowing the term of
service to be considered an internship or practicum experience. School counselors, teachers and
administrators, American Red Cross, Extension, and local college staff provide elements of training. To
increase long term sustainability, efforts are being made to collaborate with the area college work study
programs and other non - profit community agencies reaching vulnerable youth. Our ability to offer
increased education award only positions provides superior incentives to Members and sustainability to
the Program. Through our partnering with institutions of higher learning, it will be possible to offer
work study incentive and an education award that would continue to entice Members. We continue to
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Narratives
increase our efficiencies and expand the number of volunteers involved, allowing the program to grow in
its capacity to provide services. Dollar match from sites has been increased from 15 to 2o% and each
year we are increasing the private financial support from businesses and additional partners. The
Partners in Learning program and other community partners are collaborating to write supporting
grants to further expand and maintain services. One volunteer during January through March 2006 at
the Multicultural Family Center aided Spanish speaking families and new immigrants in the long and
confusing process of filing tax returns with state and federal tax agencies. This was an incredible service
to the community which has not had this type of help offered to them previously. One hundred twenty -
two new individuals came to the Multicultural Family Center for this service. As workers in our
community, they are entitled to tax refunds when having paid out of their weekly wages. However, they
are often times taken advantage of because of the language barrier and not knowing the laws and how
they pertain to them. The accomplishment of this tax assistance is simple to understand and has made a
difference in many families from this community. Additional volunteers are needed to help individuals
to learn Spanish as well as English for those who it is not their primary language. Dubuque County is a
great place to live because of the contributions of many volunteers. However, many times it is difficult to
match the time and talents of a volunteer to a specific organization or event. Our plan is have interested
community agencies, team with Woodward Internet Services (WINS) to provide a Dubuque County
Volunteer Web site to address this issue. Each organization or group offering volunteer opportunities
would be able to post their volunteer position description on the Web site for all volunteers to browse.
The benefits to this idea are endless. A potential volunteer will be able to access the internet site and
browse by interest category or submit a volunteer resume for organizations to view. The Web site will
provide new volunteers for organizations or groups and new opportunities for volunteers. This web site
would offer 24 hour volunteer recruitment and the Partners in Learning program and its partner
organizations and groups would be portrayed as a community that values its volunteers and
understands the importance of providing service to others. One hundred ninety three community
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Narratives
volunteers were recruited and trained to serve during 2006 -2007 program year providing 7,990 hours
of service. Recruitment is facilitated by Members in the form of public service announcements, postings
at area colleges and engagement of the faith /church communities. Some volunteers are recruited to do
service hours at one of the three community service events (October Make A Difference Day, Martin
Luther King Day, Volunteer Service Day); others are recruited to serve as tutors /mentors in the
Dubuque Community Schools, Multicultural Family Center, Presentation Lantern Center, Community
Foundation of Greater Dubuque (YAPPERS), and St. Mark Community Center. Members will not only
recruit community volunteers but train, monitor, and serve as role models in their perspective sites. The
goal is to provide more offerings in these areas as the volunteer pool increases. Volunteers can assist
with language skills, student's homework, cultural or ethnic events as well as neighborhood projects. To
implement these activities and increase the capacity of community -based organizations and groups, .
AmeriCorps Members are an invaluable community resource available for community service.
Community Outputs and Outcomes
The ARRA funding placed 26 AmeriCorps Members with the Partners in Learning program and this
request is to maintain the "best" of these projects with 11 AmeriCorps positions. Recruitment will be
from existing AmeriCorps Members who have just completed their first term with the ARRA funding.
An administrative assistant would be hired to assist with the oversight of these AmeriCorps Members
for approximately 15 hours per week. Current site supervisors have committed their time and are
excited to continue these efforts in Dubuque. Overall, all three efforts will have an outcome of
increasing the number of community volunteers recruited and the number of clients served by these
community volunteers. The following three initiatives will be emphasized with the supplemental
funding and include:
#1- Bridges out of Poverty is a training that served as a starting point where middle class individuals can
learn and develop an accurate mental model of poverty, middle class and wealth. This training provided
a lens through which participants could view themselves, their clients, and how these hidden rules serve
For Official Use Only
Page 5
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Narratives
as barriers to people living in poverty. It provided Dubuque organizations with the understanding,
acceptance, and communication tools to work with others who live in poverty who seek to become more
successful. The Recovery funding provided AmeriCorps resources to the Getting Ahead in a Just -
Getting'-By World initiative designed to help local low- income families create more stable, secure lives
by learning the hidden rules of middle class and the different mental models with the expectations of
different social classes. This process utilizes a step -by -step, life planning workbook for people in poverty
that brings together three primary influences: Dr. Ruby Payne's work on hidden rules of class, research
on knowledge transfer, and the knowledge of participants living in poverty. The curriculum is designed
to teach low- income individuals how to create a path for making a stable, secure life for their family. An
exciting outcome from this program was that Recovery AmeriCorps positions were awarded to
individuals who had previously graduated from the Getting Ahead series.
In February, 2010 the third round of classes was completed and there were 72 graduates. Statistics
at the beginning of this program were as follows: 12 employed full time, 19 employed part time, 2
enrolled in GED classes, 3 enrolled in college classes and 24 homeless. At the end of the class the
demographics changed to: 13 employed full time ( +1), 28 employed part time ( +9), 3 enrolled in GED
classes ( +1), 4 enrolled in college classes ( +1), and 5 homeless ( -19). One year supplemental funding
would add AmeriCorps resources to the final stage of this goal of eliminating poverty in our community.
Circles is an innovative model based on a body of research suggesting that in order for families with low
income to improve their situation, they must have bonding social capital within the community,
bridging social capital to access resources contained by higher income networks, and linking social
capital that connects the first two with public institutions. Operating in communities around the
country, each Circle initiative consists of a family working to get out of poverty and several middle and
upper income "Allies" who befriend them and lend support. The family is the Circle Leader, setting
direction for activities. With the help and friendship of their allies, each family sets and achieves goals
unique to their own needs. Outcomes in addition to volunteer generation and management for this
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Narratives
effort would include an increase in the number of clients receiving employment, skills training, and
counseling. Additional resources would increase the number of clients placed in jobs.
#2- The Washington Neighborhood faces many challenges and opportunities in downtown Dubuque.
Efforts to bring resources to this lowest income and blighted downtown neighborhood have gained
momentum and would benefit from additional AmeriCorps resources. The Washington Neighborhood is
a 55+ square block area located in the oldest residential part of downtown Dubuque. It contains
approximately 450 single and duplex residences, with scattered multi -unit rentals, commercial, and
institutional buildings. Residential property valuations are 44% of the city -wide average. 86% of the
housing was built before 1939. 70% of the units are renter - occupied; 68% of residents report income
below 8o% of area median. The housing - the oldest in the City - has retained much of its historic
character. Many block fronts are intact, with small (25 -50 foot wide) lots and rear alleys with garages
and off- street parking. The neighborhood is served by two public K -5 elementary schools, including the
new Prescott charter school and Audubon on the north boundary. Six churches are located within this
Washington Neighborhood area. Several non -profit organizations provide direct services, including the
new Crescent Community Health Center, Visiting Nurses Association, Multicultural Family Center and
the HEART Program -- a vocational training program for at -risk youth which rehabilitates
neighborhood housing.
In the past several years, the neighborhood has become more racially and culturally diverse and is
experiencing difficulty with this changing demographic. Many lower- income families are moving to
Dubuque from larger metropolitan areas in Illinois and Wisconsin. The challenge is to connect these
new residents with economic, social, and educational opportunities, so that they improve their quality of
life and make connections into the Dubuque community. AmeriCorps resources would be utilized to
support the Crescent Community Health Center, Visiting Nurses Association, Multicultural Family
Center, and Washington Neighborhood Development Corporation. Outcomes for this effort, in addition
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Narratives
to volunteer generation and management, would be nonprofit capacity building and healthcare access.
Specific outcomes would be seen in the increase in the number of services offered to clients from the
prior year, an increase in the number of clients receiving information on health insurance, health care
access, and health benefits plus additional clients enrolled in health benefits programs.
#3- Dubuque Sustainability is the final initiative that could benefit from AmeriCorps resources. The
hallmark of this sustainability is educating low- income individuals and their children in downtown
neighborhoods. Dubuque is taking a holistic approach to making our community sustainable. This
model involves a three -part approach that looks at environmental and ecological integrity, economic
prosperity, as well as social and cultural vibrancy. Each of these pieces is important individually and
helps contribute to a sustainable community. Dubuque2.o is a collaborative partnership developed in
2009 to engage businesses, schools, non - profits, and neighborhoods in a comprehensive sustainability
process.
Sustainability starts in the home. Everyone can take steps towards becoming more sustainable.
Specific information can be tailored to families, kids, renters, homeowners and community leaders.
Dubuque is taking a unique approach by supplying its citizens with the tools and information necessary
to empower them to make educated choices to change behavior, reduce their costs, and identify long -
lasting sustainable opportunities. This process will help individuals to learn and take action to save
money and resources, open new markets, reduce our impact on the planet, and improve the
competitiveness of the community. Increased AmeriCorps resources can research, develop, improve, or
expand existing sustainability programs and initiatives that serve low- income neighborhoods as well as
housing authorities and self - sufficiency programs. In addition, these AmeriCorps members would be
able to develop more holistic approaches to community and economic development as well as expand
existing sustainability programs that serve small businesses and non - profit organizations. Outcomes
would include an increase in the number of existing homes and structures weatherized and made more
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Narratives
energy - efficient as well a non -profit capacity building of this collaborative partnership.
All of the AmeriCorps Members would be building upon the successes completed during the
ARRA funding and this supplemental funding for another year would allow for additional growth.
Some of the current ARRA AmeriCorps Members have expressed interest in a second term and this
supplemental funding would allow them to finish their projects and thereby insure maximum
sustainability of these programs.
Organizational Capability
Organizational capability
The City of Dubuque is located on the Mississippi River in northeast Iowa. Dubuque was founded by
Julien Dubuque in 1785 and is the oldest City in Iowa. The City of Dubuque has unique combination of
old and new, ranging from cable cars, Victorian architecture, and a Civil War shot tower, to an enclosed
shopping mall, riverboat casino, and a pari - mutual dog track with a slot machine casino. Sound
Organizational Structure & Sound Record of Accomplishment as an Organization: In order to increase
resources for the Partners in Learning AmeriCorps program and increase sustainability a new three way
partnership has been started. The partners include the City of Dubuque for grant administration,
personnel, and fiscal responsibilities, Community Foundation of Greater Dubuque who are
spearheading the America' Promise vision and community commitment, and Dubuque County
Extension who continue to provide education and curriculum resources. The first partner is the City of
Dubuque which is a municipal corporation governed by an elected mayor and a six- member council.
Council appointed officials and department managers who will be involved in the management of the
AmeriCorps Partners in Learning Program are: Michael VanMilligen, City Manager; Randall Peck,
Personnel Manager; David Harris, Community Development Manager; and Kenneth TeKippe, Finance
Director as well as David Harris, Housing and Community Development Director. The City of Dubuque
has a number of federal grant awards, including HUD, and in Fiscal Year 2006 successfully managed
11.5 million dollars of federal funds. David Harris will be the primary contact and has extensive skills in
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facilitating grants and contracts. The National Community Development Association recognized David
Harris, Community and Development Manager, and the City of Dubuque with the Audrey Nelson
Community Development Achievement Award for Dubuque Housing Education and Rehabilitation
Training (HEART) Partnership. This award was presented for exemplary use of Community
Development Block Grant (CDBG) funds that address the needs of low - income families and
neighborhoods. Kenneth TeKippe, City Finance Director, will oversee accounting and fiscal
management. In 2005 the Government Finance Officers Association of the United States and Canada
presented the Distinguished Budget Presentation Award to the City of Dubuque and City staff for
meeting the highest principles of governance and budgeting. In 2006, the Iowa Department of Cultural
Affairs named Dubuque as one of Iowa's Great Places. Recently, Dubuque was names as one of the 10
communities to earn the 2007 A11- America City (AAC) national award title. Often referred to as "the
Nobel Prize of civic engagement," it is the oldest and most prestigious civic recognition competition in
the nation. The winners were selected in part for their ability to engage a broad cross section of the
community, including youth, business leaders, elected officials, city staff and nonprofit groups in civic
dialogues leading to tangible results. The second partner is the Community Foundation of Greater
Dubuque which was formed on October 26, 2001. The Community Foundation had an active 2006 year
partnering with 952 donors. Most notably, 47 new funds were established at the Foundation, and
current donors made 710 gifts to the existing funds. Total assets on June 3o, 2006 were 12.8 million.
The Board of Directors of the Community Foundation of Greater Dubuque is comprised of outstanding
leaders from all sectors of the community who focus on improving the quality of life in Dubuque.
President and CEO, Nancy VanMilligen's education, work experience and volunteer activities have
afforded her a unique perspective that drives her passion for community building and making a
difference in the lives of others. Among her leadership experiences is service as Vice President for
Institutional Advancement at Clarke College, Area Administrator for the Iowa Citizens Foster Care
Review Board, Chair of the Iowa Commission on Volunteer Service, and Chair of the State of Iowa
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Empowerment Board. Nancy and the Community Foundation Board of Directors are spearheading the
America's Promise local initiative of Every Child, Every Promise. This initiative serves to bring the entire
community together into community conversations to raise awareness, identify and prioritize gaps in
services for meeting one challenge -- keep all 5 promises for every child (0 -20) in our community. This
vision is to get a collaborative strategic plan for youth services in the community and "flywheel
momentum" from all segments of the community which will intern increase financial support and
volunteer commitments or human resource support. This will facilitate collaboration to eliminate
duplication of services, promote more efficient use of limited funds and build a more efficient delivery
system. Dubuque County Extension will continue to provide the Member training and educational
curriculum and resources. Dubuque county Extension staff has a long history of collaboration and
administering programs in partnership with other organizations while addressing the issues of children,
youth and families at risk. The Dubuque County Extension has a nine - member Council. Since inception,
the Partners in Learning AmeriCorps staff has been Beverly Berna, Extension Families Specialist and
Penny Ehlinger, Partners in Learning AmeriCorps Director. Both of these positions are focused on
making a stronger, more sustainable structure that is tied to Dubuque Promise initiatives in partnership
with the City of Dubuque and the Community Foundation of Greater Dubuque. Ms. Berna has 37 years
of experience in a variety of Extension education and administration positions and has managed
numerous grants and contracts. Her efforts will be to continue to engage new partners especially in the
diversity and underserved or disadvantaged populations. Ms Ehlinger brings linkages to the colleges,
experience working with college students of all ages, experience as a returning adult student and
connections in the art and service community. She will continue to conduct recruitment, provide
training, support Members and supervisors, oversee Member time and attendance, coordinate service
projects and monitor sites. Drawing on the expertise of each of the partners listed above has provided a
dynamic leadership team that is future oriented and giving sound AmeriCorps program leadership. In
2007, the America's Promise awarded this partnership with the prestigious title of one of the ioo Best
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Communities for Youth. Volunteers are sought through various avenues and drawn from a pool of high
school and college students, retirees, business partners and local convents and church agencies. The
Dubuque Mentoring Partnership, a collaborative effort of agencies and organizations, started in April
2005. The Program Director was one of the initial organizers for this initiative. Due to these efforts,
mentors /volunteers have increased from 35o to 1,203 in April 2006. The number of youth waiting for
mentors has gone down from 1,150 to 524. Bilingual community volunteers are recruited to better serve
a more diverse population at the Multicultural Family Center and Presentation Lantern. At the
Multicultural Family Center during 2006 -2007 (the second year of operation) 1,795 volunteer hours
were logged and reached 7,884 contacts. These volunteers included general volunteers who came for
special events such as culture days to other individuals who come weekly to help students with
homework. In addition language volunteers assisted others to teach Spanish or Spanish speaking
individuals to learn English and technical computer volunteers assistance ranged from teaching
computer basics to explaining how to do college computer research. The Multicultural Family Center is a
partnership between AmeriCorps and Dubuque County Extension which during the second year of
operation secured $83,o38 in funds. During two years of operation the Center has seen 1,257 different
individuals (unduplicated count) come through the door of the Multicultural Family Center. AmeriCorps
Members are given the responsibility of recruiting, training and orientating community volunteers at
their placement sites, community events and service projects. The Partners in Learning AmeriCorps
Program completes a number of self - evaluations and continuous improvement processes. In addition to
regularly scheduled on -site conferences and monitoring activities noted previously, Ms. Ehlinger
surveys Members and site supervisors for feedback. Feedback is also received through sites
administrating surveys and through interactions with family members, e.g. family nights noted earlier.
The program has tracked outcomes and process data since inception per the tools and processes noted
earlier. Ms. Ehlinger and Ms. Berna have attended ongoing trainings through the Corporation for
National and Community Service and the Iowa Commission on Volunteer Service. In collaboration with
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Project Star, the Program continues to refine and strengthen the program objectives, outcome measures
and data collections tools. In developing this proposal, research staff from the Institute for Social and
Economic Development was contacted. The academic mentoring component is the best candidate for a
scientific study. When the school determines the testing mechanisms they will be using, we can work
more closely with ISED to develop an evaluation study. The fact that children receive a number of
interventions (some children more than others) and that a control group is difficult to establish are
factors that make studies difficult. As an Intermediary Agency, the Partners in Learning AmeriCorps
Program will draw from its many partners and collaborate for technical and financial assistance through
many avenues. A new addition is the Extension CYFAR national evaluator who is assisting with logic
model planning and reviews of current outcome methodology. Success in Securing Community Support:
The Program has been successful in obtaining a local grant from the Dubuque Racing Association with
the average award of $1o,000 each year for the last three years. This grant has helped to purchase
educational resources, healthy snacks, playground supplies and office equipment such as a copy
machine, fax and laser printer. Other grants have been received from the Community Foundation of
Greater Dubuque and Neighborhood Grants. The Neighborhood grants now total $5,750 in yearly
support for transportation and program supplies for the Partners in Learning AmeriCorps initiatives. All
Members receive a living allowance which is at the 85/15 cost share with CNCS and partners as
recommended by the Corporation. Education award only Members receive these same living allowance
dollars from site placements as we strive to be equitable to all Members. The number of education award
only positions had increase significantly as partner organizations see the value of collaboration and
group synergism. The outcomes of this collaboration are also ensuring program sustainability. The
Program Director provides yearly orientation training to supervisors and sites at a two hour meeting
that includes distribution and discussion of a Site Supervisor Manual. The Director also is available each
fall to attend teacher in service days in order to answer any questions and give feedback. Ongoing
support is provided throughout the year in areas such as Member scheduling, training, mediation and
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conflict management. With the new Program design, sites and site supervisors are required to assist in
recruitment and increase their contributions to training of Members. Intermediary partners and staff
provide initial and ongoing Member training Staff as well as resources and non - financial support are
utilized from the Dubuque County Extension, Community Foundation of Greater Dubuque and City of
Dubuque.
Cost Effectiveness and Budget Adequacy
Each partner pays approximately $2 per Member hour as cash match for Member placement. These
sources include City of Dubuque, Museum admissions, State of Iowa Allowable Growth Funds, and
Dubuque Community Schools. This match is approximately $26,268 for this grant year for grantee
living allowance and member support costs. Teachers and other professionals share their expertise
through in -kind training for Member development. In addition all administrative costs received from
Corporation for National and Community Service (CNCS) are put back into the personnel and Member
support costs. The program partnerships will provide additional in -kind support for the project valued
at $50,049 annually. The local sustainability is being increased yearly by the addition of Education
Award only Member positions. This grant request is for 14 Education Award positions where partners
will commit $28,168 of living allowance benefits to this grant. This brings our total match to $
or grantee share of 34% with total budget of $3o9,863. Partners in Learning Program staff have been
successful in receiving local funds. For example, the Dubuque Racing Association grant has purchased
program supplies and equipment which amount to approximately $6,000 yearly. The City of Dubuque
has received a number of federal grant awards, including HUD, and in Fiscal Year 2006 successfully
managed 11.5 million dollars of federal funds. The Partners in Learning AmeriCorps Program and other
community partners continue to collaborate to write supporting grants to further expand and maintain
services. Local funding grants that have been explored include Carver, McElroy, Prudential, and Wahlert
Foundations. To provide for a community engagement piece for strategic planning, Mississippi Valley
Promise received $3o,00o from the Dubuque Racing Association and Community Foundation of
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Greater Dubuque. These funds are being utilized to do an inclusive visioning process that will result in a
strategic youth plan with goals and priorities that to be used as a roadmap for the future. In addition,
hundreds of hours of community partners and volunteers will contribute their time to this inclusive,
visioning process. The cash match for this youth community -wide strategic planning process from the
Community Foundation has been incorporated into the in -kind match. However the hours of
community partners, volunteers and business leaders' contributions will serve to engage and increase
community visibility but were not included in the grant budget. The City of Dubuque is providing
personnel, budget, financial and program administration as in kind services through City of Dubuque
Housing and Development Department. Clarke College office space has been secured at to assist the
Program Director in recruitment, training, and accessibility to potential Members. The Partners in
Learning AmeriCorps Program has and will continue to build support as part of its community
strengthening efforts. In collaboration with Mississippi Valley Promise and through the program
administration with the City of Dubuque and the visioning and community engagement leadership from
the Community Foundation of Greater Dubuque, the program can strategically allow for community
engagement as we define and address identified needs of children, youth and families. Program cost per
member service year (MSY) is $12,600. The Partners in Learning program currently meets its non-
federal support match requirement through funds provided by our partners - schools, city, community
and will expand the Youth Area Philanthropists (YAPPERS), Multicultural Family Center, Presentation
Lantern Center. All the funds noted in the budget as available to this program are secured. Outreach
speaking engagements and a successful track record have increased visibility of the program and
AmeriCorps is a well- respected entity in the Dubuque community.
Evaluation Summary or Plan
NA
Amendment Justification
NA
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Clarification Summary
NA
Continuation Changes
NA
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Exhibit D
Federal Regulations
Exhibit E
AmeriCorps - PROVISIONS
2010 AMERICORPS GRANT PROVISIONS
Effective April 15, 2010
These AmeriCorps Grant Provisions are binding on the grantee. By accepting funds under
this grant, the grantee agrees to comply with, and include in all subgrants, the AmeriCorps
Provisions, all applicable federal statutes, regulations and guidelines, and any amendments
thereto. The grantee agrees to operate the funded program in accordance with the approved grant
application and budget, supporting documents, and other representations made in support of the
approved grant application. For the purposes of these Provisions, "AmeriCorps" refers to
AmeriCorps State and National grantees only. The term grantee is used to connote either grantee
or subgrantee, as appropriate, throughout these Provisions.
I. Changes from the 2009 AmeriCorps Grant Provisions 2
II. Legislative and Regulatory Authority 2
III. Other Applicable Statutory and Administrative Provisions 2
A. States, Indian Tribes, U.S. Territories, and Local Governments 2
B. Nonprofit Organizations 2
C. Educational Institutions 3
D. Other Applicable Statutes and Regulations 3
E. Exemptions for Fixed Amount Grants 3
F. Order of Precedence 3
IV. AmeriCorps Special Provisions 4
A. Definitions 4
B. Affiliation with the AmeriCorps National Service Network 4
C. Member Recruitment, Selection, and Exit 5
D. Supervision and Support 6
E. Release from Participation 7
F. Living Allowances, Other In- Service Benefits, and Taxes 8
G. Member Records and Confidentiality 10
H. Budget and Programmatic Changes 11
I. Reporting Requirements 12
J. Grant Period and Incremental Funding 13
V. General Provisions 14
A. Responsibilities under Grant Administration 14
B. Financial Management Standards 14
C. The Office of Inspector General 15
D. Program Income 15
E. Safety 16
F. Non - discrimination Public Notice and Records Compliance 16
G. Grants Products 17
H. Suspension or Termination of Grant 18
I. Fixed Amount Awards 18
J. Trafficking in Persons 18
VI. Attachment
Grant Program Civil Rights and Non - Harassment Policy 21
Revised — 4/20/2010
TABLE OF CONTENTS
1. OMB Circular A -110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations — 45
CFR Part 2543 or 2 CFR Part 215.
2. OMB Circular A -122, Cost Principles for Nonprofit Organizations — 2 CFR Part 230.
3. OMB Circular A -133, Audits of States, Local Governments and Non - Profit
Organizations.
Fixed amount grants are exempt from OMB Circular A -122, Cost Principles for Nonprofit
Organizations - 2 CFR Part 230.
C. EDUCATIONAL INSTITUTIONS
The following circulars and their implementing regulations apply to educational institutions:
1. OMB Circular A -110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations — 45
CFR Part 2543 or 2 CFR Part 215.
2. OMB Circular A -21, Cost Principles for Educational Institutions — 2 CFR Part 220.
3. OMB Circular A -133, Audits of States, Local Governments and Non - Profit
Organizations.
Fixed amount grants are exempt from OMB Circular A -21, Cost Principles for Educational
Institutions — 2 CFR Part 220.
These documents can be found here:
http : / /www.access.gpo.gov /nara/cfr /waisidx 07 /2cfrv1 07.html #215 and here:
http: / /ecfr.gpoaccess. gov/cgi/t/text/text-
idx ?sid= 1289932cf6539210eb 14f3 d8d3052a8b &c= ecfr&tpl= /ecfrbrowse /Title02 /2cfry 1 02.tpl #200
D. OTHER APPLICABLE STATUTES AND REGULATIONS
The grantee must comply with all other applicable statutes, executive orders, regulations, and
policies governing the grant, including, but not limited to, those cited in these Grant Provisions,
the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543.
E. EXEMPTIONS FOR FIXED AMOUNT GRANTS
Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.)
Fixed Amount grants must comply with OMB Circular A -133 and the Uniform Administrative
Requirements. Fixed amount grants include Education Award programs, Professional Corps,
and Full -Cost Fixed Amount grants.
F. ORDER OF PRECEDENCE
Any inconsistency in the Grant Award shall be resolved by giving precedence in the following
order (a) Applicable Federal Statutes, (b) Corporation and other Federal regulations, (c) Special
Provisions, (d) General Provisions, (e) Notice of Funding Opportunity, and (f) the approved
3
2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of the
Corporation for National and Community Service.
Grantees and subgrantees except for Education Award Programs (EAPs) must use the
AmeriCorps name and logo on service gear and public materials such as stationery,
application forms, recruitment brochures, orientation materials, member curriculum,
signs, banners, press releases and publications created by AmeriCorps members in
accordance with Corporation requirements. The Corporation provides a camera -ready
logo. EAPs are strongly encouraged to use the AmeriCorps name and logo on such
materials.
To establish the relationship between the program and AmeriCorps, the grantee must use
the phrase "The AmeriCorps National Service Network" or "an AmeriCorps program"
and may use the slogan "Getting Things Done "TM on such materials in accordance with
Corporation guidelines and requirements.
The grantee may not alter the AmeriCorps logo, and must obtain the written permission
of the Corporation before using the AmeriCorps name or logo on materials that will be
sold, or permitting donors to use the AmeriCorps name or logo in promotional materials.
The grantee may not use or display the AmeriCorps name or logo in connection with any
activity prohibited in these grant provisions.
C. MEMBER RECRUITMENT, SELECTION, AND EXIT
Member recruitment and selection requirements are in the Corporation's regulations at 45 CFR
Part 2522.210. In addition, the grantee must ensure that the following procedures are followed:
1. Notice to the Corporation's National Service Trust. The grantee must notify the
Corporation's National Service Trust within 30 days of a member's selection for,
completion of, suspension from, or release from, a term of service. Suspension of service
is defined as an extended period during which the member is not serving, nor
accumulating service hours or receiving AmeriCorps benefits.
The grantee also must notify the Trust when a change in a member's status is approved
and changed (i.e. from full -time to less than full -time or vice versa). Failure to report
such changes within 30 days may result in sanctions to the grantee, up to and including,
suspension or termination. Grantees or subgrantees meet notification requirements when
they use the appropriate electronic system to inform the Corporation within the approved
time frames. Any questions regarding the Trust should be directed to the Trust Office
(800) 942 -2677.
Penalties for false information: Any individual who makes a materially false statement
or representation in connection with the approval or disbursement of an education award
or other payment from the National Service Trust may be liable for the recovery of funds
and subject to civil and criminal sanctions.
5
b. FICA (Social Security and Medicare taxes). Unless the grantee obtains a ruling
from the Social Security Administration or the Internal Revenue Service that
specifically exempts its AmeriCorps members from FICA requirements, the grantee
must pay FICA for any member receiving a living allowance. The grantee also must
withhold 7.65% from the member's living allowance.
c. Income Taxes. The grantee must withhold Federal personal income taxes from
member living allowances, requiring each member to complete a W -4 form at the
beginning of the term of service and providing a W -2 form at the close of the tax
year. The grantee must comply with any applicable state or local tax requirements.
d. Worker's Compensation. Some states require worker's compensation for
AmeriCorps members. Grantees must check with State Departments of Labor or state
commissions to determine worker's compensation requirements. If worker's
compensation is not required, grantees must obtain Occupational, Accidental, and
Death and Dismemberment coverage for members to cover in- service injury or
incidents.
4. Healthcare Coverage. Except for EAPs, Professional Corps, or members covered under
a collective bargaining agreement, the grantee must provide, or make available,
healthcare insurance to those members serving a 1700 -hour full -time term who are not
otherwise covered by a healthcare policy at the time each begins his/her term of service.
The grantee must also provide, or make available, healthcare insurance to members
serving a 1700 -hour full -time term who lose coverage during their term of service as a
result of service or through no deliberate act of their own. The Corporation will not
cover healthcare costs for family members.
Programs may provide health insurance to less- than - full -time members serving in a full -
time capacity, but they are not required to do so. For purposes of this provision, a
member is serving in a full -time capacity when his/her regular term of service will
involve performing service on a normal full -time schedule for a period of six weeks or
more. A member may be serving in a full -time capacity without regard to whether his/her
agreed term of service will result in a full -time Segal AmeriCorps Education Award.
Minimum Benefits. When required to provide healthcare insurance coverage, the
grantee may obtain healthcare from any provider as long as the coverage provided by the
grantee provides the following minimum benefits:
a. Physician services for illness or injury
b. Hospital room and board
c. Emergency room
d. X -ray and laboratory
e. Prescription drugs
f. Limited mental/nervous disorders
g. Limited substance abuse coverage
h. An annual deductible of no more than $250 charges per member
i. No more than $1,000 total annual out -of- pocket per member
9
b. Effective security measures to ensure that only authorized persons have access to
records;
c. Adequate measures designed to prevent physical damage to records; and
d. A system providing for back -up and recovery of records; and
The electronic storage procedures and system provide for the easy retrieval of records in
a timely fashion, including:
a. Storage of the records in a physically accessible location;
b. Clear and accurate labeling of all records; and
c. Storage of the records in a usable, readable format.
Where there is a requirement for a signature on a record, electronically stored records
must include an image of the original signature; records without signatures, when
required, are considered incomplete.
2. Verification. The grantee must obtain and maintain documentation as required by 45
CFR §2522.200(c). The Corporation does not require programs to make and retain copies
of the actual documents used to confirm age or citizenship eligibility requirements, such
as a driver's license, or birth certificate, as long as the grantee has a consistent practice of
identifying the documents that were reviewed and maintaining a record of the review.
To verify whether the member meets the requirements relating to high- school education,
the grantee must obtain from the member, and maintain in the member's file, a written
declaration under penalty of law that the member meets the requirements of these
provisions relating to high school education as required by 45 CFR §2522.200(b). If the
member has been determined to be incapable of obtaining a high school diploma or its
equivalent, the grantee must retain a copy of the supporting independent evaluation.
3. Confidential Member Information. The grantee must maintain the confidentiality of
information regarding individual members. The grantee must obtain the prior written
consent of all members before using their names, photographs and other identifying
information for publicity, promotional or other purposes. Grantees may release aggregate
and other non - identifying information, and are required to release member information to
the Corporation and its designated contractors. The grantee must permit a member who
submits a written request for access to review records that pertain to the member and
were created pursuant to this grant.
H. BUDGET AND PROGRAMMATIC CHANGES
1. Programmatic Changes. The grantee must first obtain the prior written approval of the
AmeriCorps Program Office before making the following changes:
a. Changes in the scope, objectives or goals of the program, whether or not they involve
budgetary changes;
b. Substantial changes in the level of participant supervision;
11
2. Financial Reports. The grantee must submit semi - annual cumulative financial reports,
summarizing expenditures during the reporting period. These reports will be submitted
through the appropriate electronic system. Financial report deadlines are as follows:
Due Date
April 30
October 31
Reporting Period Covered
Start of grant through March 31
April 1 — September 30
A grantee must set its own submission deadlines for its respective subgrantees sufficient
to enable the grantee to report on -time. Cost - reimbursable National Professional Corps
grantees submit one financial report per year.
All grantees including fixed amount grants must submit the Federal Financial Report
(FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and
Human Services Payment Management System per the Electronic Funds Transfer
Agreement.
3. Requests for Extensions. Requests for extensions of reporting deadlines will be granted
when 1) the report cannot be furnished in a timely manner for reasons legitimately
beyond the control of the grantee and 2) the Corporation receives a request explaining the
need for an extension before the due date of the report.
Extensions of deadlines for financial reports may only be granted by the Office of Grants
Management, and extensions of deadlines for Progress Reports may only be granted by
the AmeriCorps Program Office.
4. Final Financial Reports. A grantee completing the final year of its grant must submit,
in lieu of the last semi - annual financial report, a final financial report that is due within
90 days after the end of the grant.
5. Financial Reports for Fixed Amount Grants. Fixed amount grantees are not required
to submit the financial reports to the Corporation, including the final financial report.
J. GRANT PERIOD AND INCREMENTAL FUNDING
For the purpose of the grant, a project period is the complete length of time the grantee is
proposed to be funded to complete approved activities under the grant. A project period may
contain one or more budget periods. A budget period is a specific interval of time for which
Federal funds are being provided to fund a grantee's approved activities and budget.
Unless otherwise specified, the grant covers a three -year project period. In approving a multi-
year project period, the Corporation generally makes an initial award for the first year of
operation. Additional funding is contingent upon satisfactory performance and the availability of
funds. The project period and the budget period are noted on the award document.
13
Circular A -133 for that year. However, it must continue to conduct financial
management reviews of its subgrantees, and records must be available for review and
audit.
A recipient of a Federal grant (pass- through entity) is required in accordance with
paragraph 400(d) of OMB Circular A -133, to do the following with regard to its
subrecipients: (1) identify the Federal award and funding source; (2) advise sub -
recipients of all requirements imposed on them; (3) monitor subrecipient activities and
compliance; (4) ensure subrecipients have A -133 audits when required; (5) issue
decisions and ensure follow -up on audit findings in a timely manner; (6) where
necessary, adjust its own records and financial statements based on audits; and (7) require
subrecipients to permit access by the pass - through entity and auditors to records and
financial statements, as necessary, for the pass- through entity to comply with A -133.
4. Consultant Services. Payments for consultant services under this grant will not exceed
$617.00 per day (exclusive of any indirect expenses, travel, supplies and so on) unless
procured consistent with 45 CFR Part 2543.44.
C. THE OFFICE OF INSPECTOR GENERAL
The Corporation's Office of Inspector General (OIG) conducts and supervises independent and
objective audits, evaluations, and investigations of Corporation programs and operations. Based
on the results of these audits, reviews, and investigations, the OIG recommends policies to
promote economy and efficiency and to prevent and detect fraud, waste, and abuse in the
Corporation's programs and operations.
The OIG conducts and supervises audits of Corporation grantees, as well as legislatively
mandated audits and reviews. The legislatively mandated audits include the annual financial
statement audit, and fulfilling the requirements of the Government Information Security Reform
Act and its successor, the Federal Information Security Management Act. A risk -based
approach, along with input received from Corporation management, is used to select grantees
and grants for audit. The OIG hires audit firms to conduct some of its audits. The OIG audit
staff is available to discuss its audit function, and can be reached at (202) 606 -9390.
The OIG is available to offer assistance to AmeriCorps grantees that become aware of suspected
criminal activity in connection with the AmeriCorps program. Grantees should immediately
contact OIG when they first suspect that a criminal violation has occurred. The OIG
investigative staff is available to provide guidance and ensure that the appropriate law
enforcement agency is notified, if required. The OIG may be reached by email at
hotline @cncsig.gov or by telephone at (800) 452 -8210.
D. PROGRAM INCOME
1. General. Income, including fees for service earned as a direct result of the grant- funded
program activities during the award period, must be retained by the grantee and used to
finance the grant's non - Corporation share.
15
Office of Civil Right and Inclusiveness
Corporation for National and Community Service
1201 New York Avenue, NW
Washington, D.C. 20525
(202) 606 -7503 (voice); (202) 565 -2799 (TTY)
(202) 565 -3465 (FAX); eo @cns.gov (e -mail)
The grantee must include information on civil rights requirements, complaint procedures
and the rights of beneficiaries in member contracts, handbooks, manuals, pamphlets, and
post in prominent locations, as appropriate. The grantee must also notify the public in
recruitment material and application forms that it operates its program or activity subject
to the nondiscrimination requirements. Sample language, in bold print, is "This program
is available to all, without regard to race, color, national origin, disability, age, sex,
political affiliation, or, in most instances, religion." Where a significant portion of the
population eligible to be served needs services or information in a language other than
English, the grantee shall take reasonable steps to provide written material of the type
ordinarily available to the public in appropriate languages.
2. Records and Compliance Information. The grantee must keep records and make
available to the Corporation timely, complete and accurate compliance information to
allow the Corporation to determine if the grantee is complying with the civil rights
statutes and implementing regulations. Where a grantee extends federal financial
assistance to subgrantees, the subgrantees must make available compliance information
to the grantee so it can carry out its civil rights obligations.
3. Obligation to Cooperate. The grantee must cooperate with the Corporation so that the
Corporation can ensure compliance with the civil rights statutes and implementing
regulations. The grantee shall permit access by the Corporation during normal business
hours to its books, records, accounts, staff, members, facilities, and other sources of
information as may be needed to determine compliance.
G. GRANT PRODUCTS
1. Sharing Grant Products. To the extent practicable, the grantee agrees to make products
produced under the grant available at the cost of reproduction to others in the field.
2. Acknowledgment of Support. Publications created by members or grant- funded staff
must be consistent with the purposes of the grant. The AmeriCorps logo may be included
on such documents. The grantee is responsible for assuring that the following
acknowledgment and disclaimer appears in any external report or publication of material
based upon work supported by this grant.
"This material is based upon work supported by the Corporation for National and
Community Service under AmeriCorps Grant No. . Opinions or points of view
expressed in this document are those of the authors and do not necessarily reflect the
official position of, or a position that is endorsed by, the Corporation or the AmeriCorps
program."
17
(c.) Use forced labor in the performance of the Grant.
ii. We as the Federal awarding agency may unilaterally terminate this Grant, without
penalty, if it,
(a.) Is determined you have violated a prohibition in paragraph a.1 of this Grant
term; or
(b.) Has an employee who is determined by the agency official authorized to
terminate the Grant to have violated a prohibition in paragraph a.1 of this Grant
term through conduct that is either:
1. Associated with performance under this Grant; or
2. Imputed to you using the standards and due process for imputing the conduct
of an individual to an organization that are provided in 2 CFR Part 180, "OMB
guidelines to Agencies on Government -wide Debarment and Suspension (Non -
procurement)," as implemented by our agency at 2 CFR Part 2200.
b. Provisions applicable to a Grantee other than a private entity. We as the Federal
awarding agency may unilaterally terminate this grant, without penalty, if it —
i. Is determined to have violated an applicable prohibition of paragraph a.1 of this Grant
term; or
ii. Has an employee who is determined by the agency official authorized to terminate the
Grant to have violated an applicable prohibition in paragraph a.1 of this Grant term
through conduct that is —
(a.) Associated with performance under this Grant; or
(b.) Imputed to you using the standards and due process for imputing conduct of an
individual to an organization that are provided in 2 CFR Part 180, "OMB
Guidelines to Agencies on Governmentwide Debarment and Suspension
(Nonprocurement)," as implemented by our agency at 2 CFR Part 2200.
c. Provisions applicable to any Grantee.
i. You must inform us immediately of any information you receive from any source
alleging a violation of a prohibition in paragraph a.1 of this grant term.
ii. Our right to terminate unilaterally that is described in paragraph a.2 or b of this
section:
(a.) Implements section 106(g) of the Trafficking Victims Protection Act of 2000
(TVPA), as amended (22 U.S.C. 7104(g)), and
(b.) Is in addition to all other remedies for noncompliance that are available to us
under this Grant.
iii. You must include the requirements of paragraph a.1 of this Grant term in any sub -
Grant you make to a private entity.
d. Definitions. For purposes of this grant term:
i. "Employee" means either:
19
NATIONAL&
COMMUNITY
SERVICE
Grant Program Civil Rights and Non - Harassment Policy
The Corporation for National and Community Service (CNCS) has zero tolerance fns the harassment
a easy individual or group of individuals for my reason. CNC5 is committed to treating all persons
with dignity and respect_ CNCS proidbits an facets of discrimination based upon race, color, national
origin, gender, sexual orientation religion. age, disability, political affiliation, marital or parental
status, or military service. All programs administered by, or receiving Federal financial assistance
from CNCS, must be fire from all forms of harassment Whether in CNCS offices or campuses, in
other service-related settings sock as training sessions or service sites, or at service - related social
events, such harassment is unacceptable. Any such harassment, if found, will result an immediate
corrective action, asp to and including removal or fiermin tian of any CNC9 employee or volunteer.
Recipients of Federal financial assistance, be they individuals, organisations, programs and /or
projects are also subject to this zero tolerance policy_ Where a violation is found, and subject to
regulatory procedures, appropriate corrective action will be take, up to and including termination of
Federal financial =—:-t ore from all Federal sources.
Slurs and other verbal ar physical conduct relating to an individual's grader, race, ethnicity, religion
sexual orientation or any other basis constitute haws meat when it has the purpose or effect of
interfering with service performance or :seating an intimidating, hostile, or offensive service
envrcomr nt Harassment includes,, but is not limited to explicit or implicit demands for sexual
favors; pressure for dates; deliberate touching, leaning over, or cornerinw offensive teasing. jokes,
remarks, ar questions; letters, phone calls. or distribution or display of offensive materials; offensive
looks ar gestures; gender, racial, ethnic, or religious baiting; physical assaults or other threatening
behavior; or demeaning, debasing or abusive comments or actions that intimidate.
CNG9 does rot tolerate harassment by anyone including persons of the saute or different rams, sexes,
relig ions, or ethnic origins, or from a CNCS employee or supervisor; a project or site employee or
supervisor, a nan-entployee (e.g.. client); a co-worker or service umber_
I expect supervisors and managers of CNC9 programs and projects, when made aware of alleged
harassment by employees. service participants, or other individuals, to immediately take swift and
appropriate action CNCS will not tolerate retahiation against a person who raises harassment
concerns in good faith. Any CNCS employee who vitiates this policy will be subject to discipline, up
to and including termination, and any grantee that parasitic harassment in violation of this policy wl l
be subject to a finding of non- campliarace and administrative procedures that may result in
termination of Federal financial assistance from C. 3C5 and all other Federal agewies.
Any person who believes that he or she has been discriminated against is violation of civil rights laws
regulations, or this policy. or in retaliation for opposition to discaainatio' or participation an
dizcri natation complaint p'r'am (e.8.. as a complainant or witness) in any CNC9 program or
project, may raise his or her cancans with our Office of Civil Rights and Inclusiveness (OCR!).
Discrimination claims not brought to the attention of OCR! within 45 days of their occurrence may not
be accepted in e formal complaint of discrimination. No one can be required to use a program. project
or sponsor dispute resolution procedure before contacting OCRL If another procedure is used, it does
not affect the 45-day time limit OCR! may be reached at ( 202) 606-7503 (voice). (202) 6063472 (111).
eotinos.nov, or through www_natio atier+w env.
02/18/2010
Date
-`-r- �
Patrick Carrington, Chief Executive Officer
21
000
Senior Corps * AnseriCarps * Learn and Serve America
1201 New York Avenue. NW * Washington, DC 20525 * 202- 606 -' * www.natnonalseivice gar