AmeriCorps Partners in Learing Grant AgreementMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: AmeriCorps Partners in Learning Grant Award
DATE: September 1, 2011
Dubuque
hitil
A I- AmricaCity
1
2007
Leisure Services Manager Marie Ware recommends City Council authorization for the
City Manager to execute a grant agreement with the Iowa Commission on Volunteer
Services for the City of Dubuque AmeriCorps Program.
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 1, 2011 to August 31, 2012. It will provide an award of $208,481.
The source of match funding is a 25% match from AmeriCorps sites and in kind match
for administration and training. This grant was funded through federal dollars and now
makes us a part of a three year grant cycle.
Ten Dubuque elementary schools, three middle schools and two high schools as well as
five community sites including Multicultural Family Center, Carnegie Stout Public
Library, Crescent Community Health Center, Washington Neighborhood Development,
and Mines of Spain are the sites for AmeriCorps member placement as a part of this
grant.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
• 2,-------
ichael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Marie L. Ware, Leisure Services Manager
Masterpiece on the Mississippi
TO:
FROM:
SUBJECT:
DATE:
Michael C. Van Milligen, City Manager
Marie L. Ware, Leisure Services Manager
AmeriCorps Partners in Learning Grant Award
August 30, 2011
Dubuque
bfrd
Minim City
2007
INTRODUCTION
The purpose of this memorandum is to request the City Council to authorize the City
Manager's execution of the attached grant agreement with the Iowa Commission on
Volunteer Service for the City of Dubuque AmeriCorps Program.
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 1, 2011 to August 31, 2012. It will provide an award of $208,481. The source
of match funding is a 25% match from AmeriCorps sites and in kind match for
administration and training. This grant was funded through federal dollars and now makes
us a part of a three year grant cycle. The program is directed by Deb Bell.
Ten Dubuque elementary schools, three middle schools and two high schools as well as
five community sites including Multicultural Family Center, Carnegie Stout Public Library,
Crescent Community Health Center, Washington Neighborhood Development, and Mines of
Spain are the sites for AmeriCorps member placement as a part of this grant.
The grant agreement was received today due to the late release by the Corporation for
National and Community Service. The AmeriCorps program has seen highly successful
results in its 11 year history. The lives of many people in Dubuque have been touched by
AmeriCorps members. Training for the incoming AmeriCorps members takes place next
two weeks with placement the week after that.
RECOMMENDATION OR CONCLUSION
I recommend authorizing the City Manager's to sign attached grant agreement with the Iowa
Commission on Volunteer Service.
Attachment
cc: Deb Bell, AmeriCorps Program Director
Barry Lindahl, City Attorney
IOWA COMMISSION ON VOLUNTEER SERVICE
AmeriCorps GRANT AGREEMENT
GRANT NUMBER: 11 -AC -13
AWARD DATE: September 1, 2011
AWARD AMOUNT: $208,481
GRANTEE FED. ID. #: 42- 6004596
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 "), Address, a city
government.
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:
ARTICLE I
DEFINITIONS
As used in this Agreement, the following terms shall apply:
1.1 ACT. "Act" means the National and Community Service Act of 1990, as amended by the
Serve America Act, (42 U.S.C. S.12501 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 August 31, 2012 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 8/11
11 -AC -13
Page 2 of 12
ARTICLE II
FUNDING
2.1 FUNDING SOURCE. The source of funding for the Grant is a grant from the Corporation for
National and Community Service [Code of Federal Domestic Assistance (CFDA) 94.006] for the
AmeriCorps Program. The Grantee shall comply with the requirements, conditions and rules of the
Corporation for National and Community Service, 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 $208,481 for the time period of September 1, 2011, to August
31, 2012, 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 January 24, 2011, 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.
11 -AC -13
Page 3 of 12
ARTICLE V
REPRESENTATIONS AND WARRANTIES OF GRANTEE
To induce the Commission to make the Grant referred to in this Agreement, the Grantee represents,
covenants and warrants that:
5.1 AUTHORITY. The Grantee is duly 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 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 seq.), AmeriCorps
General Provisions and all other applicable federal and state 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.
11 -AC -13
Page 4 of 12
(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
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
Signed GAX form
Claim
Federal Financial Report (FFR)
Unexpended Funds Report
Final Federal Financial Report
Performance Measures Reporting
Performance Measures
negotiated with ICVS staff
Performance Measures Reporting
NO. OF COPIES
in iowagrants.gov
in iowagrants.gov
in iowagrants.gov
Final Performance Measures Report
in iowagrants.gov
in iowagrants.gov
in iowagrants.gov
in iowagrants.gov
in iowagrants.gov
Other Reports various formats
DATE DUE
25th of each month
25th of each month
April 25, 2012 and
October 25, 2012
April 25, 2012
Within 60 days of
termination of grant
agreement
within 30 days of
grant agreement start
date
January, 25, 2012,
April 30, 2012
October 31, 2012
Within 60 days of
expiration or
termination of grant
agreement
As contained in the
ICVS Policies and
11 -AC -13
Page 5 of 12
Procedures Manual or
as notified by ICVS
Audit Report one copy See exhibit "A"
(i) 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 grant(b) Grantee's performance or attempted performance of the
Project; (c) Grantee's activities with subcontractors and third parties.
(j) 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 ". (attached)
2. Exhibit B, "APPROVED BUDGET ", dated January 24, 2011. (attached)
3. Exhibit C, "GRANT APPLICATION ", dated January 24, 2011 on the SF424 form.
(attached)
4. Exhibit D, "FEDERAL REGULATIONS ", 45 CFR 2510 et seq.
5. Exhibit E, "AMERICORPS GENERAL PROVISIONS ", 2011 AmeriCorps Grant
Provisions, Effective June 1, 2011.
6. Exhibit F, "AMERICORPS NOTICE OF FUNDING OPPORTUNITY (NOFO) ",
Amended Notice of Federal Funding Opportunity, AmeriCorps State and National
Grants FY 2011.
7. Exhibit G, "AMERICORPS STATE AND NATIONAL APPLICATION
INSTRUCTIONS ", 2011 AmeriCorps State and National Application Instructions
(OMB Control #: 3045 -0047, Expiration Date: 5/31/2012).
8. Exhibit H, "AmeriCorps Policies and Procedures Manual ", dated July 18, 2011,
previously provided.
7.2 ORDER OF PRIORITY. In the event of a conflict between documents of this agreement,
11 -AC -13
Page 6 of 12
the following order of priority shall govern:
1. Articles I through X herein.
2. Exhibit A, "AUDIT REQUIREMENTS ". (attached)
3. Exhibit B, "APPROVED BUDGET ", dated January 24, 2011. (attached)
4. Exhibit C, "GRANT APPLICATION ", dated January 24, 2011 on the SF424
form. (attached)
5. Exhibit D, "FEDERAL REGULATIONS ", 45 CFR 2510 et seq.
6. Exhibit E, "AMERICORPS GENERAL PROVISIONS ", 2011 AmeriCorps Grant
Provisions, Effective June 1, 2011.
7. Exhibit F, "AMERICORPS NOTICE OF FUNDING OPPORTUNITY (NOFO) ",
Amended Notice of Federal Funding Opportunity, AmeriCorps State and National
Grants FY 2011.
8. Exhibit G, " AMERICORPS STATE AND NATIONAL APPLICATION
INSTRUCTIONS ", 2011 AmeriCorps State and National Application Instructions
(OMB Control #: 3045 -0047, Expiration Date: 5/31/2012).
9. Exhibit H, "AmeriCorps Policies and Procedures Manual ", dated July 18, 2011,
previously provided.
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.
11 -AC -13
Page 7 of 12
(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.
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) terminate the grant agreement and establish revised reporting deadlines for the
purposes of closing out the grant,
(c) require immediate repayment of the full amount of funds disbursed to the Grantee
under the Grant Agreement plus interest.
11 -AC -13
Page 8 of 12
ARTICLE IX
DISBURSEMENT PROCEDURES
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.
(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 orA -110, as applicable and provided Grantee submits any additional information that
may be required by ICVS.
(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 based
upon individual request and approval or by reimbursement only in cases where the grantee
receiving advance payments demonstrates unwillingness or inability to establish procedures
to ensure accurate reporting, minimize the time elapsing between the receipt of the cash
advance and its disbursement, displays other practices that indicate a potential financial
management problem or in cases where federal funds are not forthcoming or insufficient
due to non - appropriation, termination of the program, or reduction in funding level.
(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.
10.2 COMPLIANCE WITH LAWS AND REGULATIONS. Grantee shall comply with all
applicable State and federal laws, rules, ordinances, regulations and orders.
11 -AC -13
Page 9 of 12
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 fiends, 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. Grantee shall repay all disallowed costs within thirty (30) days. ICVS may work
out a payment plan with the Grantee at its discretion.
11 -AC -13
Page l0 of 12
10.8 MEMBER COSTS. The Award Amount contemplated by this agreement reflects a maximum
possible payment based on full member enrollment. If Grantee fails to enroll the number of
members reflected in the Grant Application, the payment under this agreement may be reduced
accordingly.
10.9 SURVIVAL OF AGREEMENT. If any portion of this Grant Agreement is held to be invalid
or unenforceable, the remainder shall be valid and enforceable. The provisions of this Grant
Agreement shall survive the execution of all instruments herein mentioned and shall continue in full
force and effect until the Grant agreement is terminated or the proceeds are paid in full.
10.10 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.
10.11 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 representing more than 10% of
total approved budget. 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. Cumulative transfers among currently budgeted
direct cost categories which are less than 10% of the total approved budget, if the federal
award is at least $100,000, do not require a budget modification.
(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.
11 -AC -13
Page 11 of 12
10.12 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.
10.13 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.
10.14 LIMITATION. The Commission shall not, under any circumstances, be obligated fmancially
under this Grant Agreement except to disburse funds according to the terms of the Agreement.
10.15 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.
10.16 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.
10.17 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.
10.18 COMPLIANCE WITH EEO /AA PROVISIONS. Grantee shall comply with the provisions
of federal, state and local laws and regulations to ensure that no employee, member or applicant for
employment is discriminated against because of race, 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.
11 -AC -13
Page 12 of 12
10.19 NON - ASSIGNMENT. This contract may not be assigned without prior ICVS written
consent.
10.20 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 j ointly and severally
liable for carrying out the activities and obligations of this contract, and for any default of such
activities and obligations.
10.21 INTEGRATION. This Grant Agreement contains the entire understanding between the
Grantee and the Commission and any representations that may have been made before or after the
signing of this Grant Agreement, which are not contained herein, are nonbinding, void and of no
effect. Neither of the parties has relied on any such prior representation in entering into this Grant
Agreement.
10.22 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 CITY OF DUBUQUE
BY: BY: /
Adam Lounsbuiy
Executive Director
Michael VanMilligen
City Manager
DATE: DATE: P/h/
Exhibit A
Audit Requirements
AUDIT REQUIREMENTS
1. Agreements must be audited by a Certified Public Accountant or a Public
Accountant as defined by Chapter 16 of the 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 Statement of Work) and policies
and procedures prescribed by the Granter'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 system 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 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 enrollee costs.
Exhibit B
Approved Budget
August 23, 2011 12:53 PM
Partners in Learning AmeriCorps Program
City of Dubuque
Application ID: 11AC123354
Section I. Program Operating Costs
A. Personnel Expenses
B. Personnel Fringe Benefits
C. Travel
Staff Travel
Travel to CNCS - Sponsored Meetings
Member Travel
D. Equipment
E. Supplies
F. Contractual and Consultant Services
G. Training
Staff Training
Member Training
H. Evaluation
I. Other Program Operating Costs
Section I. Subtotal
RPT_BGT_424
Budget Dates: 09/01/2011 - 08/31/2014
Total Amt CNCS Share Grantee Share
89,303
19,988
780
800
440
Total $2,020
2,152
40,964 48,339
10,845 9,143
0 780
0
0
800
440
0
$0 $2,020
700 1,452
3,350 850 2,500
Total $3,350 $850 $2,500
8,015
$124,828
0
$53,359
8,015
$71,469
Section 1 Percentage
43% 57%
Section II. Member Costs
A. Living Allowance
Full Time (1700 hrs)
1 -Year Half Time (900 hours)
Reduced Half Time (675 hrs)
Quarter Time (450 hrs)
Minimum Time (300 hrs)
2 -Year Half Time (2nd Year)
2 -Year Half Time (1st Year)
B. Member Support Costs
FICA for Members
Worker's Compensation
Health Care
Section II. Subtotal
12,100
96,560
0
60,360
22,132
0
0
9,680 2,420
77,248 19,312
0 0
48,288
9,658
0
0
12,072
12,474
0
0
Total $191,152
$144,874 $46,278
14,623 1,825 12,798
5,849 0 5,849
1,800 0 1,800
Total $22,272 $1,825 $20,447
$213,424 $146,699 $66,725
Section II. Percentages
69% 31%
Section III. Administrative /Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount
Commission Fixed Amount
B. Federally Approved Indirect Cost Rate
Section III. Subtotal
14,741
2,106
8,423
2,106
6,318
0
Total $16,847
$16,847
$10,529 $6,318
$10,529 $6,318
Section III Percentage
62% 38%
Section I + III. Funding Percentages
45% 55%
Budget Totals
Budget Total Percentage
Required Match
# of years Receiving CNCS Funds
Total MSYs
$355,099
$210,587
59%
30%
5
16.62
$144,512
41%
Form 424A Modified SF -424A (4/88 and 12/97)
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Budget Narrative: Partners in Learning AmeriCorps Program for City of Dubuque
Section I. Program Operating Costs
A. Personnel Expenses
Position/Title - Qty - Annual Salary %lime
CNCS Share
Grantee Share
Total Amount
AmeriCorps Director: -1 person(s) at 42450 each x 96.5 % usage
40,964
0
40,964
Program Administration: -1 person(s) at 98000 each x 7.5 % usage
0
7,350
7,350
Fiscal Administration: -1 person(s) at 10500 each x .5 % usage
0
53
53
Site Supervision Teachers /Counselors: -10 person(s) at 48550 each x 3 %
usage
0
14,565
14,565
Site Supervision Principals: - 8 person(s) at 90230 each x 2 % usage
0
14,437
14,437
Site Supervision Neighborhood Outreach: - 6 person(s) at 43300 each x 3 %
usage
0
7,794
7,794
Site Supervision Summer: - 3 person(s) at 69000 each x 2 % usage
0
4,140
4,140
CATEGORY Totals
40,964
48,339 I
89,303
B. Personnel Fringe Benefits
Purpose -Calculation -Total Amount
CNCS Share
Grantee Share !
Total Amount
Director Health, FICA, IPERS,: Health $12,288 + Workers Compensation $1,238
+ FICA @.0765 + IPERS @.0807
10,845.
9,143 !
19,988
CATEGORY Totals
10,845
9,143
19,988
C. Travel
Staff Travel
Purpose - Calculation
CNCS Share
Grantee Share i
Total Amount
Travel to CNCS- Sponsored Meetings: Director travel to 1 CNCS Sponsored
meeting: $500 - airfare, $200 -2 nights in hotel, $100 -meals
0
800
800
Director's Travel: Mileage for site supervision for 24 site monitoring visits x 20
miles each x $.55 rate (state and program sponsor reimbursment rate)= $240
0 .
240.
240
Travel to ICVS sponsored meetings: Director travel to ICVS
meetings/conferences. 2 trips to DesMoine at 400 miles each =800 miles x .55
per mile (state and sponsor mileage reimbursement rate). 1 night in hotel at $100.
0 ,
540
540
CATEGORY Totals
0
1,580
1,580
Member Travel
Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
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Member Travel: Travel to program sites and ICVS Member training and events or
CNCS Share
Grantee Share
Total Amount
1 Member state training x 2 vehicles x 400 miles each = 800 miles x $.55 (state
and sponsor mileage reimbursment rate) = $440
0
440 :
440
Office Equipment Maintance & Office Supplies: Copy Machine Malntance $325 +
Postage $200 + Cell Phone $350 + Office Supplies $525
700
i
1,400
CATEGORY Totals
0
440
440
D. Equipment
Rem/Purpose - Qty -Unit Cost
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
I 0
0
0
E. Supplies
Item - Calculation
CNCS Share
Grantee Share
Total Amount
Member Gear. Uniforms: t -shirts ($10), + name tags ($6) = $16 x 47 Members
0
752
752
Office Equipment Maintance & Office Supplies: Copy Machine Malntance $325 +
Postage $200 + Cell Phone $350 + Office Supplies $525
700
700
1,400
CATEGORY Totals
700
1,452
2,152
F. Contractual and Consultant Services
Purpose -Calculation -Daily Rate
CNCS Share
CNCS Share
Grantee Share
Total Amount
850
CATEGORY Totals
0
0 '
0
G. Training
Staff Training
Purpose - Calculation -Daily Rate
CNCS Share
CNCS Share
Grantee Share
Total Amount
850
CATEGORY Totals
0
0
0
Member Training
Purpose -Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
Initial & Ongoing Training: CPR/FirstAid 47 x $25 + Portfolio, Member
Handbooks and Other Training supplies- Daily Rate of 50
850
1,500
2,350
Member Development Training: Educators hourly calculation based on salary and
benefits - Daily Rate of 50
0
1,000
1,000
CATEGORY Totals
850
2,500
3,350
H. Evaluation
Purpose - Calculation -Daily Rate
CNCS Share Grantee Share Total Amount
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CATEGORY Totals
I 0 I
0 II
0
. Other Program Operating Costs
Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
Meeting Rooms: 12 Meeting Rooms 6 x $50 + 6 x $100
0
900
900
Criminal Background Checks: 63 checks including FBI, criminal history and sex
offender at $35 each. Includes 58 members and program staff (allowing for
additional members to be checked knowing that some members my quit and we
', will have to re -hire) and 5 new site supervisors.
0
2,205
2205
Personnel Support & Fiscal Accounting: Personnel @ $35 per hour x 24 hours =
$840; Payroll @ $22 per hour x42 hours = $924; Account @ $30 x60 hours =
$1,800
0 j
3,564
3,564
Site Liability Insurance: $500
0
I
500 i
500
Member Timekeeping System: 47 members x $18 = $864
0
846
846
CATEGORY Totals
0
8,015
1
8,015
SECTION Totals
53,359
71,469
124,828
PERCENTAGE
43%
57%
191,152
Section II. Member Costs
A. Living Allowance
Rem - # 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 12100 each
Members W/O allowance 0
9,680
2,420
12,100
1 -Year Half Time (900 hours): 16 Member(s) at a rate of 6035 each
Members W/O allowance 0
77 248
19,312
96560
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 I
0
Reduced Half Time (675 hrs): Member(s) at a rate of each
Members W/O allowance
0
0
0
Quarter Time (450 hrs): 20 Member(s) at a rate of 3018 each
Members W/O allowance 0
48,288
12,072
60,360
Minimum Time (300 hrs): 11 Member(s) at a rate of 2012 each
Members W/O allowance 0
9,658.
12,474
22,132
CATEGORY Totals
144,874
46,278
191,152
B. Member Support Costs
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Purpose - Calculation
CNCS Share
Grantee Share
Total Amount
FICA for Members: Total Member Living Allowance $191,152 x .0765 = $14623
1,825.
12,798
14,623
Worker's Compensation: $3.06 per $100 of living allowance stipend total =
0
5,849
5,849
Health Care: Full -time Members =1 x $150 x 12 months = $1800
0
1,800
1,800
CATEGORY Totals
1,825
20,447
22,272
SECTION Totals
146,699 .
66,725
213,424
- --
PERCENTAGE
69%
,
31%
Section III. Administrative /Indirect Costs
A. Corporation Fixed Percentage
Item - Calculation
CNCS Share
Grantee Share
Total Amount
Corporation Fixed Amount Corporation Fixed Amount @ 4% for CNCS = $8,423
+ Grantee Administration @ 3% = $6318
8,423
6,318
14,741
Commission Fixed Amount: Commission Fixed Amount @ 1%
2,106
0
2,106
CATEGORY Totals
10,529
6,318
16,847
B. Federally Approved Indirect Cost Rate
Calculation -Cost Type -Rate - Rate Claimed -Cost Basis
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
SECTION Totals
10,529
6,318:
16,847
PERCENTAGE
62% :
38%
I
BUDGET Totals
210,587
144,512
355,099
PERCENTAGE
59%
41%
50,239
Total MSYs
16.62
Cost/MSY
12,671
Source of Funds
Section
Match Description
Amount
Type i
Source
Source of Funds
Section 1: The Program utilizes fiscal and program administration
from the City of Dubuque and site supervision from principals,
teachers, counselors and/or neighborhood organizations.
50,239
j
h Kind ;
State/Local
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Section Ii: Matching funds are provided through a $3 per hour
cash match from partners. (26,600 hours). In addition, the
sustainabilityplan includes 5 minimum time members to have
their living allowance fully paid by thier site = 5x $2012.
89 ,860
Cash
State/Local
Section IIf. In kind contributions from the City of Dubuque and
collaborative grants with neighborhood organizations.
10,536
In Kind
State/Local
Total Source of Funds
150,635
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Exhibit C
Grant Application
PART I - FACE SHEET
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 13 Non
2a. DATE SUBMITTED TO CORPORATION
FOR NATIONAL AND COMMUNITY
SERVICE (CNCS):
2b. APPLICATION ID:
11AC123354
3. DATE RECEIVED BY STATE:
24- JAN -11
STATE APPLICATION IDENTIFIER:
NA
4. DATE RECEIVED BY FEDERAL AGENCY:
FEDERAL IDENTIFIER:
09ACHIA0010008
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: Deb Bell
TELEPHONE NUMBER: (563) 584 -8644
FAX NUMBER:
INTERNET E -MAIL ADDRESS: deb.bell@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 box).
x 1 NEW I 1 NEW /PREVIOUS
1 CONTINUATION I 1 AMENDMENT
If Amendment, enter appropriate letter(s) In box(es):
A. AUGMENTATION B. BUDGET REVISION
C. NO COST EXTENSION D. OTHER (specify
GRANTEE
below):
9. NAME OF FEDERAL AGENCY:
Corporation for National and Community Service
10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:94.006
lob. TITLE: jAmeriCorps State
11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
Partners In Learning AmeriCorps Program
11.b. CNCS PROGRAM INITIATIVE (IF ANY):
12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):
Dubuque, IA
13. PROPOSED PROJECT: START DATE: 09/01/11 END DATE: 08/31/12
14. CONGRESSIONAL DISTRICT OF: a.Applicant I IA 0011 b.Program 1 IA 001
15. ESTIMATED FUNDING: Year #:
1 1
16. IS APPLICATION
ORDER 12372 PROCESS?
[1 YES. THIS PREAPPLICATION
TO THE
REVIEW
DATE:
SUBJECT TO REVIEW BY STATE EXECUTIVE
/APPLICATION WAS MADE AVAILABLE
STATE EXECUTIVE ORDER 12372 PROCESS FOR
ON:
IS NOT COVERED BY E.O. 12372
a. FEDERAL
$ 210,587.00
b. APPLICANT
$ 144,512.00
c. STATE
$ 0.00
d. LOCAL
$ 0.00
E NO. PROGRAM
e. OTHER
$ 0.00
17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
111 YES If "Yes," attach an explanation. E NO
f. PROGRAM INCOME
$ 0.00
g. TOTAL
$ 355,099.00
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:
Deb Bell
b. TITLE:
AmeriCorps Director
c. TELEPHONE NUMBER:
(563) 584 -8644
d. SIGNATURE OF AUTHORIZED REPRESENTATIVE:
e. DATE SIGNED:
07/15/11
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Executive Summary
City of Dubuque oversees the Partners in Learning AmeriCorps Program which focuses on education to
improve academic performance and engagement of families which includes recruiting and supporting
volunteers. In cooperation with Dubuque Schools, members provide academic support to students K -12
during and after school. Downtown neighborhood non - profit organizations utilize members year -round
to create safe learning environments and engage families in meaningful ways to support their children.
Rationale and Approach
Every year, the federally mandated No Child Left Behind initiative requires schools and districts to
maintain a certain percentage of proficient students in the math and reading sections of the tests; that
percentage is the annual yearly progress. Students are considered to be proficient when they rank in the
41st percentile or above. A school district is called a District in Need of Assistance (DINA) if it doesn't
meet the annual yearly progress for two years. In 2007 -2008 Dubuque Community School District was
put on the warning or "watch" list. In 2008 -2009 and again on 2009 -2010 the Dubuque Community
School District received identification as a DINA. If a school has not met the required trajectory they are
identified as a School In Need of Assistance (SINA). The Dubuque Schools with SINA designation in
2009 -2010 include four elementary schools plus two middle schools, and two high schools. The schools
identified on "watch" are given a warning indicator that student proficiency is below the required
trajectory. These "watch" identified Dubuque schools in 2009 -2010 included four additional elementary
schools and one middle school. Only five elementary schools in Dubuque have not received a SINA
notification. One major criterion for deciding on member placement is Title 1 eligible students and
proficiency in reading and math as noted by the School In Need of Assistance student achievement.
City of Dubuque has experienced a major shift in school accommodations. Because of economics, Holy
Family Catholic Schools has closed six elementary schools. These private school students are now
enrolled as public students in the Dubuque Community School District. This has meant an additional
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influx of students into the public schools; translated into larger class sizes and public school buildings
that are over maximum capacity. The Dubuque Community School District worked on two reading
goals during the 2009 -2010 school year. The first goal stated that at least 85% of all students in grades
2, 3, and 4 will perform at proficient level or above on the spring Basic Reading Inventory and the
district did not meet this goal for all grade levels. The district's second goal indicated an increase in the
percentage of students in grades 3 -4 -5, 6 -7 -8 and 11 performing at the proficient performance level as
measured by the reading comprehension subtest of the Iowa Test Basic Skills /Iowa Test Educational
Development. The district did not meet its goal for all grade spans.
The City of Dubuque is projected to experience a 46.4% increase in its population from 2000 to 2030
accoording to Census predictions. Dubuque population was 89,232 in 2000 and increased to 93,072 in
2009. From 2000 to 2009 the minority population has grown by a total of 5,097 individuals which
includes: African American 115.4 %; Hispanic 65.6 %; Multi- Racial 56.3 %; Asian /Pacific Islander 33.7%
and American Indian 22.8 %. Minority youth in Dubuque County numbered 1,235 in 2000 and this is
projected to increase to 1,544 by 2020. On November 5, 2010 a total of 1,314 minority students were
identified by the Dubuque Community School District Enrollment Summary. The student population
and the race of these 1,314 students are American Indian or Alaskan Native 27; Hispanic or Latino 268;
Asian /Pacific Islander 27o; African American 749 students. Six elementary schools, three middle
schools, and two high schools are given priority consideration for member placement since
understanding language is key to reading and school success. Also on November 5, 2010 a total of 167
students were receiving English Language Learners (ELL) services with over 5o% in kindergarten
through third grade classrooms. Early interventions are needed in these grades to ensure student
success. A unique factor in the Dubuque community is the increased Marshallese population
categorized as Pacific Islanders in data. The Republic of the Marshall Islands (RMI) is a group of islands
in the Pacific Ocean between Hawaii and Australia. In 1986 the United States established a treaty that
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allows the Marshallese to immigrate to the United States, but they can receive no federal assistance such
as Food Stamps. These families settle in the downtown neighborhoods in multiple rental housing.
School staff struggle to meet language barriers. The English Language Learners (ELL) program show
the following percentages receiving services with Marshallese 71 or 42.5 %, Spanish 56 or 33.5 %, and
other languages 24% including Albanian, Arabian, Bosnian, Chinese, Danish, Filipino, French, Hindu,
Persian, Russian, Tagalog, Telugu, Urdu, and Vietnamese.
In addition, Dubuque's economy is changing from a manufacturing to a service based economy. The
traditional urban downtown neighborhoods have and continue to serve as a "port -of- entry" for many
new families and residents moving into Dubuque. These downtown neighborhoods contain a mix of
housing, primarily rent - occupied, small to modest scale businesses, and limited green /recreational
areas. The 2000 Census divided the City of Dubuque into 18 census tracts. Seven tracts are located
downtown and receive academic support and are provided safe places through supervision from
AmeriCorps members. These seven city tracts contain lower income populations and relatively large
concentrations of racial /ethnic minorities as compared to the rest of the city. All but two of these tracts
had a greater number of households receiving public assistance income than the city -wide average of
3.o% of all households. Statistics also indicate that African American and Hispanic households are
more likely than white households to fall below the 3o% Median Family Income Standard. They also
have a low home ownership rate with approximately 35% owners and 65% renters. Based on the 2006
American Community Survey conducted by the U.S. Census the owner -to- renter ratio for the entire City
of Dubuque was the reverse with 73% owners and 27% renters. While single family detached houses are
the predominant type of housing structure in this neighborhood, most are used as rental properties or
converted to multiple rental units. Approximately 150 of the rental units are used for Section 8 housing
and the downtown neighborhoods have the City's oldest housing. Also noteworthy is that four of the
downtown elementary schools experienced 31% mobility rate during the 2007 -2008 school year,
compared to the district average of 14 %. Individuals in these categories include the most economically
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depressed and usually those in the most desperate need of social and housing services, thus targeting
these downtown areas for increased and continued assistance. Because eligibility for free and reduced -
price school meals is an annual measure, it is a good indicator of the economic well -being of children in
the community. Four thousand four hundred forty two students in Dubuque received free and reduced -
price lunches during the 2009 -2010 school year. School percentages ranged from 86% to 26% of
students receiving free and reduced -price lunches. Seven elementary schools, three middle schools, and
two high schools have 33% to 9o% of their students receiving free and reduced -price meals. These
schools provide another factor for consideration for AmeriCorps member placement.
Cited in the Dubuque Community School District's 2007/2008 Annual Progress Report, "Student
achievement is never going to significantly improve until attention is directed to the root causes of low
achievement -- failing families in a low -wage economy." Past AmeriCorps grants for Partners in Learning
have focused on children and their educational needs; now we need to expand to a more comprehensive
approach. Due to recent economic conditions, as well as the existing cycle of poverty in downtown
Dubuque, we must go further than just in- school and after - school supports. The American Recovery
and Reinvestment Act stimulus grant funds allowed us to start working on neighborhood outreach to
help with the challenges brought on by these changes. For example, an AmeriCorps Member was placed
with the City of Dubuque Housing and Community Development Department to work with an initiative
entitled Getting Ahead. Based on Ruby Payne's work this program is designed to help low- income
families create a more stable life by learning the hidden rules of middle class and the expectations of
other social classes. With the assistance of the AmeriCorps Partners in Learning members, downtown
schools and non -profit organizations can continue to re- establish programs and opportunities for
greater parental involvement in their children's education and foster neighborhood revitalization efforts.
For example, the Multicultural Family Center has received additional AmeriCorps members to provide
cultural outreach and has created a neighborhood volunteer coordinator position. In 2009 -2010 the
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Center had an African American, Marshallese, and Hispanic AmeriCorps cultural liaison who worked
specifically to increase their minority usage as well as promote cross cultural understanding. The
Multicultural Family Center has specific cultural celebrations such as Juneteenth and Dia de la Raza, but
the Center has also seen families from all cultural groups attend the monthly family literacy nights.
These outreach efforts are becoming consistent positive influences within the distressed downtown
neighborhoods.
Members Roles and Responsibilities: The Partners in Learning Program continues to be multi- faceted to
address an at -risk, diverse population and build upon the strengths of youth, families and the
community by bringing together resources from across the Dubuque community. The Partners in
Learning Program is ready to utilize 1 full -time, 16 half -time, 20 quarter -time, and 11 minimum time
AmeriCorps members. School - placed members address academic support while other AmeriCorps
members address family and neighborhood outreach. All eleven minimum time AmeriCorps members
provide summer programming. Member slots are divided dependent on economic, language, academic
and other risk factors to 14 schools, 5 youth serving organizations, and 5 neighborhood non -profit
organizations. To address poor academic performance, AmeriCorps members will continue to provide
in- school, before school and after - school academic mentoring and summer learning opportunities. In-
school and after school academic support provided by members may be one -on -one or small groups K-
12 and may happen within the classroom or in a separate quiet space. Students will be assigned to a
member by their teacher who has determined the student is in need of additional support. Academic
assistance ranges from study help with math facts and spelling words to specialized one -on -one support
to make a concept clearer or correct past errors. This can include engagement of the whole class or
small groups. The actual length of the session varies by school, setting, and student needs /abilities /age.
Members reinforce and practice with students what the teacher has taught using the same type of
activities. Academic mentoring activities are conducted as part of the school district's implementation
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of No Child Left Behind. Planning at the school level occurs weekly with the teacher for the members to
individualize strategies to assist their assigned students. All members in the Program have a high school
diploma and the majority are college or graduate students. Members document all academic activities,
including the process and progress of each session. The outcomes of academic support are tracked via a
survey of teachers and members regarding reading and math academic skills, as well as behavioral skill
changes. Students are grouped by age and developmental level so activities can be appropriately
targeted. During summer and after school, members provide hands -on learning through cultural
enrichment activities such as music, dance, drama, and art; recreational activities are structured to
develop social skills and provide safe learning environments. Five minimum time AmeriCorps members
receive their living allowance from the City of Dubuque Leisure Services. These members are placed
downtown during the summer at school playgrounds and neighborhood parks where youth have few
supervised options. They provide week day programming from 9 a.m. to 12 noon and 6 to 9 p.m. for
eight weeks. Four members also staff a week long summer Adventure Day Camp where youth
participate for eight weeks in high ropes challenge activities and are taken canoeing and spelunking.
AmeriCorps Member Selection, Training & Supervision: Partners in Learning depends on its partners to
help in the recruitment as well as the training of new members. AmeriCorps placements are listed on
the local Access Dubuque job website. Other sources of member recruitment include the Volunteer Iowa
on -line recruitment site, cooperation with other Iowa state AmeriCorps programs, contacts provided by
current and past members, family members of students served by AmeriCorps, and contacts with the
Dubuque Human Rights Commission and targeted minority populations. Dubuque serves as a regional
educational center and has three accredited four -year colleges, a satellite campus for a regional
community college, and a seminary and Bible College. These educational institutions have assisted the
Program Director in recruitment and retention of members. Local colleges have offered credit to
students, and housing at no -cost to college students during summer and holiday breaks. Summer
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recruitment efforts include e-mail messages to local college students and current member contacts. An
annual news article assists in reaching a wide audience of age groups and backgrounds, as do speaking
engagements at local service clubs and contacts made by current staff, committees and members. All
recruitment and marketing materials have inclusive statements such as "people from diverse
backgrounds and individuals with disabilities are encouraged to apply." Reasonable accommodations
are made to assure access and support to all applicants and members. Evaluation of the accessibility of
all sites has been completed and recommendations have been made in accordance with compliance. All
interviews, training, and required group activities are held at accessible sites.
A mix of members from various religious, ethnic, age, and gender groups results in an enriched
experience for youth and families. For the past few years, the AmeriCorps Partners in Learning has been
successful in placing Spanish, Marshallese, and African American AmeriCorps members as well as
members with disabilities and individuals who live in the targeted neighborhoods. Beyond recruiting
within the community, partnerships with colleges provide access to diversity and those seeking
education and social work careers. Recruitment focuses on selecting members with skills that match our
focus areas: academic teaching skills especially reading and math, ability to recruit, manage, and work
with volunteers, able to creatively present learning activities, able to develop activities and work from a
curriculum, sensitivity to developmental needs of children, and a strong appreciation for diversity and
multiculturalism. Cultural and recreational activities require members who have the ability to lead
groups of youth and tailor activities to different ages, skills, and abilities while working from a
curriculum and collaborate with staff to develop activities for families. Members with specific skills in
dance, music, drama, art, and recreation are channeled to those areas. Additionally, it is expected that
members are responsible individuals who successfully complete a state and local background check, are
interested in service to others, have strong interest in working with the targeted students, are committed
to building upon their personal strengths as well as the strengths of others, and possess a desire to work
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toward self - development. Since members will be role models, selection criteria include professionalism,
punctuality, flexibility, and willingness to follow direction from the site supervisors and Program
Director. All potential members submit an application and complete an interview with the Program
Director. After a successful initial interview, prospective members are given placement descriptions,
mandatory training dates and service, as well as enrollment paperwork. Upon demonstrating a
commitment to providing academic mentoring and /or providing cultural and recreational enrichment
activities to the target population and expressing a commitment to the goals of AmeriCorps service, the
prospective member is invited to a placement fair. At the fair, similar to a job fair, members can meet
and interview with a number of site supervisors. The prospective AmeriCorps members have an
opportunity to select three or four sites with which to interview. All site supervisors attend the
placement fair with their school counselor or principal; organizations attend with their executive
directors. This is their opportunity to select the best members to fit their site and service needs. Site
supervisors can see the array of skilled members and this increases the likelihood that strong
placements will be made. Both the prospective members and site supervisors leave the placement fair
after turning in their 1st, 2nd and 3rd choice. The AmeriCorps Program Director and the Dubuque
Community Schools Student Services Director review needs and determines placement of members at
school sites. Factors such as free and reduced -price school meal statistics, identified English Language
Learners, as well as Title 1 reading needs are considered in the placement decisions. Non -profit
organizations placement is done cooperatively with the site supervisor and /or organization's executive
director and the Program Director. Emphasis is given to selecting matches that will be a "win -win" for
both the member and the site considering their selection requests as well as member's gifts and talents.
For example, one prospective AmeriCorps Member from the Marshall Islands was a recent high school
graduate seeking the education award so she could attend college. This member was placed at an
elementary school that had a significant number of Marshallese students. The principal told the
Program Director how the eyes of the Marshallese students beamed when the new member was
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introduced as an AmeriCorps placed in service at the school. The English Language Learner (ELL) staff
work in multiple schools; the AmeriCorps member also attended additional schools with the ELL staff to
assist in translating to parents in their own language during parent teacher conferences.
The Program Director meets with site supervisors, principals /organization directors, and attends staff
meetings to introduce the AmeriCorps program. During this meeting the role of the member and the
role of the site supervisor are discussed. Data collection procedures are explained and training is
provided for teachers who will submit outcome data and to site supervisors who oversee the
documentation of member activities and time logs. Prior to beginning service at their placement site,
members complete a comprehensive orientation that includes understanding what it means to be an
AmeriCorps member; this includes Rights /Responsibilities, Code of Conduct, Prohibited Activities,
Drug -free Workplace Act, Grievance Procedures, Suspension /Termination, and Sexual
Harassment /Discrimination. Members also receive training in CPR and First Aid, conflict management,
appropriate discipline with students, team work, working with volunteers, and motivating self and
others: Members are trained in all the reporting tools and instruments including OnCorps. Members
complete an initial Civic Engagement questionnaire. At their exit interview, members complete the
same post questionnaire that tests their knowledge, attitude and skills in civic engagement from the
beginning of service to the end. In 2009 -201o, members showed a 95% increase in civic responsibility
and this was reflected in their intent and commitment to lifelong volunteer service.
Upon reaching their placement site, members receive orientation and training that is specific to that
site. For example: City of Dubuque Leisure Services orients members on playground equipment,
interventions, weekly goal setting and events. Beyond the initial training, additional training is provided
during the school year and summer. Those who will be academic mentors receive additional training
from the school district providing curriculum support skills specific to the five components identified by
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the National Reading Panel. AmeriCorps members are placed with 24 different sites which include 14
school sites, 5 youth serving organizations, and 5 neighborhood non - profit organizations. Last year site
supervisors at these sites provided 2,485 hours of supervision for a total hourly contribution of $ 69,099
to the AmeriCorps Partners in Learning Program. The Program Director utilizes frequent emails, site
visits, and monthly training sessions for opportunities to communicate with members about their
service. At mid -terms site supervisors are involved with the Program Director and members to reflect
on the first months of service and plans for their remaining time. Issues that would enhance the
members support are addressed during this mid -term evaluation. Team development, volunteer
recruitment, management skills, and personal reflection are strengthened during monthly training
sessions and community service projects. These training sessions and community service projects are
attended by the Program Director and give opportunity for dialog with other members, organizations,
and community volunteers. Members receive disability awareness training that communicates the
Program's sensitivity and willingness to make reasonable accommodations. The Program Director
provides a comfortable environment with open, clear, consistent communication so issues are
addressed. The Program seeks to make reasonable accommodations through community resources,
supplies affordable within the budget and funding requested from the Iowa Commission on Volunteer
Service. Each site supervisor receives training from the Program Director about the experience of
having a member and providing mentor support to assist member development. The Program Director
is in regular contact with site supervisors through emails, site visits and phone calls.
Outcome Performance Measures: The overall goal of the AmeriCorps Partners in Learning Program is
for every child to be successful in school and reading at grade level with parental and /or community
participation and investment. This educational focus will use the National Performance Measures 1, 2 &
5 to show improved academic performance for the number of students who start and complete an
AmeriCorps education program. For grades Iz -12th AmeriCorps members will provide academic
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support during school and after school. Thirty -three AmeriCorps members will be in- school academic
support for 3,40o students at nine public elementary schools, three Middle Schools, and two High
Schools. Twelve AmeriCorps members will provide after - school academic enrichment which includes
homework help with 300 students at Audubon, Prescott, Marshall, Fulton, Irving, and Lincoln
Elementary Schools, and Washington, Roosevelt, and Jefferson Middle Schools plus the Multicultural
Family Center. Summer activities will be provided to K -6th students. Activities will be designed to
develop social and academic development during the school year and the summer enrichment
programs. Sixty percent of the students (N =55o) who complete the academic support program, for
whom data is collected, will improve or maintain in their performance of reading and math based on the
criteria of "no improvement, maintained, improved slightly or significant improvement." Five
education award only positions will show the continuation of sustainability as partners will be paying for
living allowance stipends. In addition, AmeriCorps members will recruit and support 500+ volunteers
with a goal of 6,000 hours of service.
Volunteer Generation: Dubuque is a great place to live because of the contributions of many volunteers.
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, the number of youth
with one -on -one mentors was at an all time high of 1,731 for the year 2009. During these difficult and
changing times volunteers have been the key to sustaining local nonprofits and providing a huge
community resource. The Multicultural Family Center, started as a partnership between AmeriCorps
and the City of Dubuque, is now in its fifth successful year of operation. At the Multicultural Family
Center during 2009 -2010 volunteers logged 3,005 hours reaching over 1,700 non - duplicated registered
contacts. These volunteers included general volunteers who come for special events such as culture days
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to other individuals who come weeldy to help students with homework. Other volunteers assist in
teaching Spanish or help Spanish speaking individuals to learn English. Technical computer volunteers
assist in teaching computer basics or explain how to do college research on the computer.
Volunteer recruitment is facilitated by members in the form of public service announcements, postings
at area colleges and engagement of service organizations or faith /church communities. Volunteers work
beside AmeriCorps members during the three mandatory AmeriCorps community service learning
projects -- (October Make a Difference Day, January Martin Luther King Day, and April Global Youth
Service Day). Other major service /sites where volunteers serve include: Dubuque Community Schools,
Multicultural Family Center, Operation New View, Crescent Community Health Center, Washington
Neighborhood Development Corporation Eat -n- Greet, Jackson Park Concerts, and Dubuque 2.0
Sustainability efforts. Members not only recruit community volunteers but train, monitor, and serve as
role models at their perspective sites. During 2009 -2010 program year, 898 community volunteers were
recruited and trained to provide 5,149 hours of service. This was a major increase from previous years
and was in part due to the non -profit capacity building made possible by American Recovery and
Reinvestment Act stimulus funding. For example, one neighborhood outreach site was able to have an
AmeriCorps member whose primary service was to engage other volunteers and that site recruited 123
volunteers who logged 3,005 service hours.
As the volunteer service grows, recognition has increased. This started with two official volunteer
recognitions and continues with ongoing quarterly recognitions. The Partners in Learning AmeriCorps
members have an opportunity to recognize those who volunteer side -by -side with them and it also gives
everyone an opportunity to receive a thank -you while reflecting on their service. Volunteers are playing
a vital role in making a difference in our community as the AmeriCorps members continue to reach out
and engage volunteers. The children, youth, and families they serve need more stable influences in their
lives; so if volunteers can serve more consistently that is a desirable trend. Next year's goal is to have
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volunteers serve more hours per volunteer while still reaching the goal of 6,000 service hours.
Partnerships and Collaborations: The AmeriCorps Partners in Learning Program is probably best
known in Dubuque for its many successful partnerships. The successful partnerships starts with
Dubuque's education institutions of Clarke University, Emmaus Bible College, Loras College, Northeast
Iowa Community College, University of Dubuque, and Wartburg Seminary who provide recruitment,
training and other educational resources. Another important partnership is the placements that provide
daily supervision at 14 schools, 5 youth serving organizations, and 5 neighborhood non - profit
organizations.
One example of a successful partnership and collaboration is the utilization of neighborhood schools
and parks in conjunction with the City Leisure Services Department to develop summer playground and
recreational programs. Another documented partnership is with the Dubuque Police, who in 2008
responded to an average of 6.4 service calls per park for all 3o city parks. In comparison, parks in the
targeted downtown area reported higher numbers -- Jackson fielded 3o calls while Comiskey Park
fielded 31 calls for service. Community - oriented police, who are dispatched bicycle police officers, work
with AmeriCorps members who provide supervision, recreational, and educational activities from 9 a.m.
to 12 noon and 6 to 9 p.m. during the summer months. Nine parks and playground sites are located in
the downtown area and represent over 5o% of the City of Dubuque Leisure Services playground
programs. When AmeriCorps members provided summer supervision at these targeted downtown
areas, the bicycle police reported that their calls reduced by one - third. Also noteworthy is three
playground locations offer a free lunch program for children via a partnership with the Boys' and Girls'
Club of Greater Dubuque, Summer School District Food Service Program and the U.S. Department of
Agriculture. AmeriCorps members are trained in food service and serve lunch to children each Monday
through Friday for 10 weeks during the summer. This was started in 2008 because of the concern for
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those students receiving free or reduced meals who, during the summer, lost their access to a school
provided daily lunch. By working with existing organizations and schools the AmeriCorps members can
continue to develop solutions to the neighborhood's key issues in a focused manner to minimize
duplication, maximize effectiveness, and encourage the sharing of resources.
The Washington Neighborhood Plan: Community Assessment & Revitalization Strategies prepared by
the Center for Neighborhood Technology & Teska Associates consultants who reported to the Dubuque
City Council on April 20, 2009 listed three strategies for revitalization. AmeriCorps members are
involved in each of these strategies and the current and future site partners include:
#i Expand youth activities that meet the interests and needs of children of all ages and keep them
engaged and active. Partners and community stakeholders include Boys & Girls Club, City of Dubuque
Leisure Services, Dubuque Community School District, Every Child - Every Promise, Four Mounds,
Holy Family Catholic Schools, Multicultural Family Center, and Dubuque Community Y
#2 Enhance neighborhood communications to ensure residents are aware of programs. These partners
and community stakeholders include City of Dubuque Neighborhood Development Specialist, Crescent
Community Health Center, Downtown Neighborhood Association, North End Neighborhood
Association, East Central Intergovernmental Association, Operation New View, Visiting Nurse
Association, Washington Neighborhood Development Corporation, Maria House and Teresa Shelter for
homeless residents.
#3 Encourage greater parent /adult involvement in the community as they engage in volunteer service,
particularly with youth and family activities. See partners and stakeholders listed above.
Sustainability: As the net of partners and collaboration with area organizations grows wider, the
increase in diversity of funding and revenue sources, which includes other public and private funding
streams, has increased. We continue to increase effectiveness and expand the number of committed
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volunteer hours. This has allowed the AmeriCorps program to grow in its capacity to provide services.
Each partner hosting an AmeriCorps member provides site supervision which had an in -kind value of
•
$69,099 last program year. Cash match from sites has been increased from 15 to 20% and each year the
private financial support is increased from businesses and additional partners. Funding comes to the
AmeriCorps program through its partners and includes $79,000 in cash match. Some cash match funds
from Leisure Services, Carnegie -Stout Public Library, and neighborhood associations support member
positions through the City of Dubuque's budget. Schools have used a complex mix of grants, categorical
funding streams and Parent Teacher Association raised funds to support their members. The Dubuque
Community Y charges fees for their after- school and non - school day programming to fund their
members, but also offers a number of scholarships. The Multicultural Family Center has grown from
700 to 6,200 feet space serving over 1,70o individuals offering 162 programs and local fund- raising of
$5o,000. AmeriCorps members have staffed the Center with only one or two other paid positions,
recruited and trained volunteers, and served as neighborhood and /or cultural outreach liaisons to
families and children in the downtown neighborhoods. After only one year of operation in the new
larger location, the Multicultural Family Center is serving as a model program for other cities as they
navigate the issues that surround having new and diverse families coming to Midwest states.
To increase long term sustainability, efforts are being made to collaborate with the area college work
study programs and other non -profit community agencies that target vulnerable youth. The four
colleges (Clarke University, Emmaus Bible College, Loras College, and University of Dubuque),
Wartburg Seminary and Northeast Iowa 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, the American Red Cross, and
local college staff provide elements of training. The ability to offer education awards provides superior
incentives to members. The Partners in Learning program and other community partners often
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collaborate in writing supporting grants to further expand and maintain services. A neighborhood
association in a low- income census tract writes for 4 separate city grants annually to access $8,000 to
support member activities at 3 schools and 2 playgrounds.
Organizational Capability
In order to increase resources and sustainability for the Partners in Learning AmeriCorps program a
variety of community partners are utilized. The partners include the City of Dubuque for grant
administration, personnel, and fiscal responsibilities; Dubuque Community School staff for member
training, educational resources and placement sites; and neighborhood non - profit organizations for
diversity and family resources, programming, and vision. The City of Dubuque is a municipal
corporation governed by an elected mayor and a six- member council. The City Council reviews the grant
and budget documents each year with the AmeriCorps staff and City Manager. City department
managers who are involved in the management of the AmeriCorps Partners in Learning Program are:
Michael VanMilligen, City Manager; Randall Peck, Personnel Manager; Kenneth TeKippe, Finance
Director and Marie Ware, Leisure Services Director. The City of Dubuque has a number of federal grant
awards, including HUD, and in Fiscal Year 2010 successfully managed twenty five million dollars of
federal funds. Marie Ware oversees the activities of the AmeriCorps Program Director and members.
She currently manages the Leisure Services Department which has 33 full -time, 159 part- time /seasonal
employees, and a variety of volunteers serving in many capacities. The operating budget of the Leisure
Service Department is over $5 million. Marie has been involved in grant writing and has been the
successful recipient of over $2.5 million in grants. She has been directly or indirectly invoked with grant
award management for over twenty years for three cities and a non -profit agency. The grants Marie
managed included local, state and federal funding. Kenneth TeKippe, City Finance Director, oversees
the accounting and fiscal management. Ken's expertise has contributed to multiple prestigious honors
and accomplishments of the City. In 2010 the Government Finance Officers Association of the United
States and Canada presented the Distinguished Budget Presentation Award to the City of Dubuque and
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City staff for meeting the highest principles of governance and budgeting. The City has received this
award for five consecutive years. In addition, the Certificate of Achievement for Excellence in Financial
Reporting was awarded to the City for twenty -two consecutive years. Recently, the America's Promise
rewarded our community /city partnership with the prestigious title of one of the 10o Best Communities
for Youth. City of Dubuque Mayor Roy Buol accepted this honor on Thursday, November 11, 2010,
noting that this was the third time it has been received. The "10o Best" designation recognizes
communities that make youth a priority by implementing programs that help keep children in school
and prepare them for college and the modern work force.
Dubuque Community School District (DCSD) has been an eager and engaged partner since the
Program's existence. Dubuque School administrators and staff will continue to provide some of the
member training, educational curriculum, and resources. By nature of their mission, Dubuque
Community School District has a long history of collaboration and administering programs in
partnership with other organizations while addressing the issues of at -risk children, youth and families.
Shirley Horstman, Student Services Director, is involved in placement and program decisions. The
Dubuque Community School District provides the majority of cash match for the Program. This has
been increased each year as word of the Program's excellent reputation has spread; and school
principals request more members as the need for assistance continues to rise with more and more at-
risk students in the classrooms. The Partners in Learning AmeriCorps Program Director along with
many community partners and organizations, is focused on making a stronger, more sustainable
structure that will continue to provide a premier program and excellent services to community youth
and families. As the Program moves forward, the Program Director will continue to focus efforts to
engage new partners especially in the areas of diversity and underserved or disadvantaged populations.
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 are important skills for the Program
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Director. Penny Ehlinger has been the Program Director for the past ten years and is currently
transferring her responsibilities to a new Program Director, Deb Bell. Deb has professional experience
as a teacher, counselor, human resource manager, and public relations coordinator. Her most recent
position was as the Dubuque Retired and Senior Volunteer Program (RSVP) Director. Deb's role with
RSVP allowed her to work with over 3o area non - profits and recruit, manage and orient over 35o
volunteers. To ensure continued sound AmeriCorps program results the Partners in Learning Program
will draw on the expertise of each of these partners and the dynamic leadership of its Program Director.
All members receive a living allowance which is at the 8o /2o cost share with CNCS and partners. In
addition, for the last five years, the Corporation has provided support to the Program through webinars,
training, technical assistance, monitoring and support of the Iowa Commission on Volunteer Service.
Two thirds of our total funding has been provided by the Corporation for program operation. The
outcomes of this collaboration are also ensuring program sustainability. The Program Director provides
yearly orientation training to site supervisors at a two hour meeting that includes distribution and
discussion of a Site Supervisor Manual as well as meetings with prospective members. The Program
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 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. The
Program Director and other partner organizations provide initial and ongoing member training. Staff as
well as resources and non - financial support are utilized from the Dubuque Community Schools, City of
Dubuque, local non - profit agencies and organizations as well as collaboration in grant writing with these
partners. In 2009 -2010 the site supervisors provided 2,485 hours of supervision for a total hourly
contribution of $69,o99 to the AmeriCorps Partners in Learning Program. The site supervisor's
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commitment and cash match funding from partners will continue to strengthen the Program and
thereby provide outstanding academic supports and neighborhood outreach. The Program has had high
enrollment and retention rates over all the years in operation. For the year 2009, recruitment was i00%
successful and retention was at 94 %. Retention losses have been due to pregnancy, child care concerns,
and other family issues. Cost per MSY has been consistently held below the suggested figure. However,
due to increases in health insurance, workman's compensation, retirement benefits, living allowance
stipend, and the price of criminal background checks, the cost will increase. This will still be under the
recommended allowance of $13,300. The Partners in Learning Program is part of the City of Dubuque
Leisure Service Department budget which has an operating budget, not including capital projects, of
$6.6 million and the AmeriCorps grant is .o4% of this budget. Sources of organizational funding for the
Leisure Service Department budget include property taxes, leases, rental, user fees, concession income,
donations, and grants.
Cost Effectiveness and Budget Adequacy
The MSY is $12,671. Each partner pays approximately $3 per member hour as cash match for member
placement. These major sources include City of Dubuque and Dubuque Community Schools. This match
is approximately $79,000 for this grant year for grantee living allowance and member support costs.
Teachers and other professionals share their expertise through supervision and in -kind training for
member development. In addition all administrative costs received from the Corporation for National
and Community Service (CNCS) are put back into the personnel and member support costs. The local
program partner will provide in -kind support for the project through program and fiscal management as
well as site supervision projected at $5o,239. The local sustainability continues to be increased by the
addition of 5 members whose living stipend is fully paid for by the supervision site. The total grant
match to $144,512 or grantee share at 41% with total budget of $355,099. The Program has been
successful in securing community support and has obtaining local grants. For example, the Dubuque
Racing Association grant has purchased program supplies and equipment that has amounted to
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approximately $10,000 yearly for five years. These grants have purchased office equipment such as a
computer, copy machine, fax and laser printer. Funds have been received through neighborhood grants
or in cooperation with the Multicultural Family Center. The Partners in Learning AmeriCorps Program
and other community partners continue to collaborate to write supporting grants to further expand
programs and maintain services. The City of Dubuque is providing personnel, budget, financial and
program administration as in kind services through City of Dubuque Leisure Services and Finance
Departments. Clarke University office space has been secured 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. The
Program currently meets its non - federal support match requirement through funds provided by
partners - schools, city, and downtown neighborhood non -profit organizations. 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. This grant has a broader impact without a major increase in funding.
Evaluation Summary or Plan
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, the Program Director surveys members and site supervisors for feedback and uses this
information to make the program even more effective and efficient. At the conclusion of mandatory
trainings and other sponsored trainings, members complete a critique /suggestion sheet to be referred to
and used for future improvements. At mandatory exit interviews, members are required to submit a
portfolio that documents and causes them to reflect on what they received as a benefit of their service
and what they feel that the children and families received. There has been a recurring theme during
these exit interviews. Many members report that volunteer service will be a lifelong commitment as a
result of their AmeriCorps experience. In addition, members always comment that their service has
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changed their life -- either by a revelation of the career they want to pursue or by experiencing profound
moments while working with families and children. This data is reported in year -end outcomes. In
addition, answers to the Civic Engagement Survey questions regarding their likelihood of participating
in future community service are tallied and reported. They are also asked what aspects of their
AmeriCorps service had the most impact on their skills, knowledge, and /or attitudes about civic
engagement. In December 2010, past members from a 10 year study returned a questionnaire that
addressed three areas: What volunteer service has the member done thus far; what type of community
service is the member presently doing; and what was the most important skill they learned from their
service and are still using. Members who participated in the first and second grant years reported that
they were still doing at least 4 hours weekly of community service. Feedback for the Program is also
received through administration of site surveys and through interactions with family members, e.g.
family events noted earlier. The program has tracked outcomes and process data since inception per the
tools and processes previously mentioned. The Program has attended ongoing trainings through the
Corporation for National and Community Service and the Iowa Commission on Volunteer Service. The
Program continues to refine and strengthen the program objectives, outcome measures and data
collections tools. During this three year funding cycle, the AmeriCorps Partners in Learning will pilot
and then revise methodology to measure family engagement with 50+ families who live in the targeted
downtown neighborhood. The goal will be to access those students receiving academic support during
school and from the neighborhood outreach to document that the strategies of family involvement is
affecting school academic achievement.
Amendment Justification
NA
Clarification Summary
Issue #5: Clairfy that members are not displacing any staff or volunteers that would normally be hired
witin the school system.
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Currently the school district does not employ part-time staff to work exclusively with students one on
one with academic mentoring, nor do they plan to hire staff to do this due to budgetary reasons.
Volunteers who serve in the schools do so as classroom volunteers to assist the teachers with thier
needs. This could be supervising a small group, cutting out shapes for activities, hanging pictures on the
wall, etc.. Regular classroom /parent volunteers are not utilized or trained in one -to -one academic
mentoring.
Issue #6: Clarify why the percentage of 6o% was established as a measurement and provide the
data /criteria used to formulate this percentage. Clarify how the target for the participants who complete
the target has been set aslo at 6o% and what level of participation is required to be counted as a
participant who completed.
The 6o% is based off of actual percentages from previous years. Members collect data on all students
they serve. Some students may only recieve help once or twice from a member, this student is
considered as being served but not completing the program. Students who have been served by an
AmeriCorps member at least once per week for 12 weeks is considered completing the program. Of
those students who complete the program we are expecting to see a positive difference in 6o% of those
students.
Continuation Changes
NA
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SAA Characteristics
Rural Urban
Encore program None of the above
x
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Performance Measures
Focus Areas
Education
Selected for National Measure
Environmental Stewardship
Selected for National Measure
Economic Opportunity
Selected for National Measure
Disaster Services
Selected for National Measure
C
Healthy Futures
Selected for National Measure
Veterans and Military Families
Selected for National Measure
Other
Selected for National Measure
Grand Total of all MSYs entered for all Focus Areas 16.62
Service Categories
Other Education
For Official Use Only
Page 24
For Official Use Only
National Performance Measures
ducation
Priori Area- E - -= - -- - - - - -- -- - - _ __
Strategy to Achieve Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will provide academic mentoring to students K -12.
Result: Output
Result.
4,000 students at nine public elementary schools, three middle schools and two high schools will receive
services. This will be achieved through in school academic mentoring by Members. There will also be after
school academic enrichment by Members that will include homework help for 300 students at six elementary
schools, three middle schools and the Multicultural Family Center.
Indicator: ED1: Students who start in an AC ED program.
Target : Students enrolled in K -12 who will receive in school and after school academic mentoring from
Members.
Target Value: 3700
Instruments: Attendance logs and registration sign -up sheets provided by and submitted by Members.
PM Statement:36 Members will provide 3400 K -12 students with academic mentoring during school, and 12
Members will provide 300 students with after school academic enrichment as reported on biweekly
attendance logs.
PriorltyArea ` Educatlor
Strategy to Achieve Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will provide in school and after school academic support to students K -12 in 20 minutes sessions three
times per week.
Result: Output
Result.
Students K -12 who were provided in school or after school services from Members will complete the academic
mentoring program.
Indicator: ED2: Number of students who complete an AC ED program.
Target : K -12 Students who were provided in school or after school services from Members and for
whom data is collected, will complete the academic mentoring program.
Target Value: 550
Instruments: Attendance and outcome logs provided by Members.
PM Statement:60% of K- 12students who were provided in school or after school services from Members and for
whom data is collected, will complete the academic mentoring program.
Priority Area Educatlori
Strategy to Achieve Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
For Official Use Only
Page 25
For Official Use Only
National Performance Measures
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will help students maintain enrollment in and succeed in school by providing academic mentoring and
academic enrichment.
Result: Intermediate Outcome
Result.
K -12 students provided academic mentoring by Members, and for whom data is collected, will improve or
maintain in their academic performance in reading and math.
Indicator: ED5: Students w/ improved academic performance.
Target : 60% of students who participated and received Member services and for whom data is
collected, will improve or maintain in their performance of reading and math.
Target Value: 550
Instruments: Teacher and Member year end evaluations of performance based on the criteria of "no
improvement, maintained, improved slightly or significant improvement."
PM Statement:60% of students who participated and received services from Members, and for whom data is
collected, will improve or maintain in their academic performance of reading and math based on
teacher and Member year end evaluations.
For Official Use Only
Page 26
Exhibits Provided Electronically
Exhibit D - FEDERAL REGULATIONS
45 CFR 2510 et seq.
Exhibit E - AMERICORPS GENERAL PROVISIONS
2011 AmeriCorps Grant Provisions, Effective June 1, 2011
Exhibit F- AMERICORPS NOTICE OF FUNDING OPPORTUNITY
(NOFO)
Amended Notice of Federal Funding Opportunity
AmeriCorps State and National Grants FY 2011
Exhibit G — AMERICORPS STATE AND NATIONAL
APPLICATION INSTRUCTIONS
2011 AmeriCorps State and National Application Instructions
(OMB Control #: 3045 -0047, Expiration Date: 5/31/2012)
Exhibit H — AMERICORPS POLICIES AND PROCEDURES
MANUAL
Dated July 18, 2011