The URL can be used to link to this page

AmeriCorps Partners in Learning Grant AwardMasterpiece on the Mississippi TO Michael C Van Milligen, City Manager FROM Marie L Ware, Leisure Services Manager DATE August 14, 2012 SUBJECT AmeriCorps Partners in Learning Grant Award 12 -13 (Grant 12- AC -13) Dubuque had All-America City 'I I' 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 including the new Exhibit I for Disaster Deployment 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, 2012 to August 31 , 2013 It will provide an award of $210,587 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 is 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 12 year history The lives of many people in Dubuque have been touched by AmeriCorps members Training for the incoming AmeriCorps members takes place in early September with placement the week after that Additionally this year our AmeriCorps program has been asked to become a part of an Iowa AmeriCorps Disaster Cadre Volunteers from our 12 -13 AmeriCorps members would register to be trained to respond to disasters or assist in recovery efforts Their special training will allow them to spend a week assisting another community or area This group from across the state would also be available to Dubuque should we need them This effort trains a core of AmeriCorps members to better the state's preparedness for disaster Exhibit I of the agreement outlines the program Essentially we might be asked to loan our members out under this part of the agreement The City Attorney's office has reviewed and approves of the agreement RECOMMENDATION I recommend authorizing the City Manager to sign attached grant agreement with the Iowa Commission on Volunteer Service including the new Disaster Deployment Agreement Prepared by MLW et cc IOWA COMMISSION ON VOLUNTEER SERVICE AmeriCorps GRANT AGREEMENT GRANT NUMBER: 12 -AC -13 AWARD DATE: September 1, 2012 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 the City of Dubuque ( "Grantee "), 50 West 30th Street, Dubuque, IA, 52001, 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 (42 U.S.C. 12501 et seq.), 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, 2013 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 12 -AC -13 Page 2 of 13 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 ( "Corporation" or "CNCS ") [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, 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, 2012, to August 31, 2013, 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 April 26, 2012, attached hereto, and incorporated by this reference, and for such other tasks as ICVS and Grantee may agree to in writing. 3.3 DISASTER DEPLOYMENT. In the case of a state - declared disaster, Grantee's members and /or grant- funded staff may be voluntarily deployed as an asset of the state. In case of deployment, allowable related expenses outside of the scope of the approved Grant Application may be eligible for reimbursement. All disaster deployments must be approved by ICVS. Organizations serving as part of the Disaster Services Cadre may also be deployed under the ICVS Cooperative Agreement with FEMA. The terms of these deployments are covered in Exhibit I, "Iowa AmeriCorps Disaster Cadre ". 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. 12 -AC -13 Page 3of13 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 content 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, 12 -AC -13 Page 4 of 13 ITEM invoices, or payments or any other documentation or materials pertaining to this contract. (d) Records Retention. All records of the Grantee relating to this contract shall be retained for a period of five (5) years following the date of final payment or completion of any required audit and resolution of any audit findings, whichever is earlier. (e) Use of Grant Funds. The Grantee shall expend funds received under the Grant only for the purposes and activities described in its application and approved by the 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, (v) current and year -to -date operating statements and (vi) any other such grant - related documents as requested. (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: REPORTING METHOD DATE DUE Financial Reporting Signed GAX form Claim Federal Financial Report (FFR) Unexpended Funds Report Final FFR Performance Measures Reporting Performance Measures negotiated with ICVS staff Performance Measures Reporting in iowagrants.gov in iowagrants.gov in iowagrants.gov in iowagrants.gov in iowagrants. gov in iowagrants.gov in iowagrants.gov in iowagrants.gov Final Performance Measures Report in iowagrants.gov 25th of each month 25th of each month April 25, 2013 and October 25, 2013 April 25, 2013 July 2, 2013 Within 60 days of termination of Grant Agreement within 30 days of Grant Agreement start date January, 25, 2013, April 30, 2013 October 31, 2013 Within 60 days of expiration or termination of Grant Agreement 12 -AC -13 Page 5 of 13 Other Reports various formats As contained in the ICVS Policies and Procedures Manual or as notified by ICVS Audit Report one copy See exhibit "A" (i) Insurance. Grantee shall maintain insurance and bonds covering the project, or shall cause such insurance to be maintained. Insurance shall be maintained at no cost to ICVS. Insurance shall be required of any other parties financing components of the project. The requirement of insurance under this provision may be met by establishing, to the satisfaction of ICVS, either of the following: (1) that a policy covering the project is in effect with any insurance company of recognized responsibility; or (2) that Grantee maintains an actuarially sound program of self - insurance sufficient to cover the project. Grantee shall submit copies of all applicable agreements, certificates, policies or other documentation requested by ICVS attesting to insurance coverage and any renewals thereof. The Project shall, at a minimum, be insured and bonded as set forth below: (A) Grantee shall obtain and maintain in effect, or cause to be obtained and maintained in effect, a crime insurance policy covering the full amount of any loss or misuse of grant or sub -grant proceeds due to any fraudulent or dishonest act on the part of any of its employees or members. The crime insurance policy shall remain in effect at all times for the duration of this agreement or later if ICVS, at its sole discretion, deems it necessary. The crime insurance policies shall each clearly specify coverage of losses of the policyholders and the Commission. (B) The State of Iowa and ICVS shall be named as additional insureds or loss payees on the crime insurance policies for the Project. (C) All required insurance purchased from private insurance providers must be issued by companies which have earned at least an "A" rating by A.M. Best for the most recent three (3) years, are duly licensed, admitted and authorized to do business in the State of Iowa, or coverage may be provided by a recognized risk retention pool with a Demotich rating of AAA. The insurance carrier must have combined capital and unassigned surplus of at least one hundred million dollars ($100,000,000). (D) The failure to obtain and maintain or the failure to require to be obtained and maintained any of the bonds or insurance required under this Section 6.1(i) shall constitute a material breach of this Agreement. (j) Indemnification. Grantee shall jointly and severally defend, indemnify and hold ICVS and any federal funding source, its successors and assigns, harmless from and against any liability, loss, damage or expense, including reasonable counsel fees, which 12 -AC -13 Page 6 of 13 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 related to the Project. (k) Interest and Unexpended Proceeds. The Grantee shall return all unexpended Grant proceeds and interest accrued on Grant proceeds to the Commission within thirty (30) days after the agreement expiration date. ARTICLE VII DOCUMENTS INCORPORATED BY REFERENCE PRIORITY 7.1 DOCUMENTS INCORPORATED BY REFERENCE. The following documents are hereby incorporated by reference: (a) Exhibit A, "AUDIT REQUIREMENTS ". (attached) (b) Exhibit B, "APPROVED BUDGET ", dated April 26, 2012. (attached) (c) Exhibit C, "GRANT APPLICATION ", dated April 26, 2012 on the SF424 form. (attached) This is also inclusive of the Certifications and Assurances that were agreed to at the time of application in the federal eGrants system. For your reference, these assurances and certifications can be found in Exhibit G (AmeriCorps State and National Application Instructions). The assurances certify agreement to perform all actions and support all intentions in the Assurances section. The certification indicates agreement to perform all actions and support all intentions in the Certification sections of this application. The three Certifications are: a) Debarment, Suspension and Other Responsibility Matters, b) Drug -Free Workplace and c) Lobbying Activities. (d) Exhibit D, "FEDERAL REGULATIONS ", 45 CFR 2510 et seq. (e) Exhibit E, "AMERICORPS GENERAL PROVISIONS ", 2011 AmeriCorps Grant Provisions, Effective June 1, 2011. (f) Exhibit F, "AMERICORPS NOTICE OF FUNDING OPPORTUNITY (NOFO) ", Amended Notice of Federal Funding Opportunity, AmeriCorps State and National Grants FY 2012. (g) Exhibit G, "AMERICORPS STATE AND NATIONAL APPLICATION INSTRUCTIONS ", 2012 AmeriCorps State and National Application Instructions (OMB Control #: 3045 -0047, Expiration Date: 2/29/2012). (h) (i) Exhibit H, "AMERICORPS POLICIES AND PROCEDURES MANUAL ", 2012 -2013 ICVS AmeriCorps Policies and Procedures Manual , previously provided. 12 -AC -13 Page 7 of 13 (j) Exhibit I, "IOWA AMERICORPS DISASTER CADRE." (attached) 7.2 ORDER OF PRIORITY. In the event of a conflict between documents of this agreement, the following order of priority shall govern: (a) Articles I through X herein. (b) Exhibit A, "AUDIT REQUIREMENTS ". (attached) (c) Exhibit D, "FEDERAL REGULATIONS ", 45 CFR 2510 et seq. (d) Exhibit E, "AMERICORPS GENERAL PROVISIONS ", 2011 AmeriCorps Grant Provisions, Effective June 1, 2011. (e) Exhibit B, "APPROVED BUDGET ", dated April 26, 2012. (attached) (f) Exhibit C, "GRANT APPLICATION ", dated April 26, 2012 on the SF424 form. (attached) (g) Exhibit F, "AMERICORPS NOTICE OF FUNDING OPPORTUNITY (NOFO) ", Amended Notice of Federal Funding Opportunity, AmeriCorps State and National Grants FY 2012. (h) Exhibit G, "AMERICORPS STATE AND NATIONAL APPLICATION INSTRUCTIONS ", 2012 AmeriCorps State and National Application Instructions (OMB Control #: 3045 -0047, Expiration Date: 2/29/2012). (i) Exhibit H, "AMERICORPS POLICIES AND PROCEDURES MANUAL ", 2012- 2013 ICVS AmeriCorps Policies and Procedures Manual, previously provided. (j) Exhibit I, "IOWA AMERICORPS DISASTER CADRE." (attached) 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 12 -AC -13 Page 8 of 13 the Commission is given to the Grantee. (b) Lack of Progress. If there is a failure of the Grantee to make substantial and timely progress toward performance of the Project. (c) Noncompliance. If there is a failure by the Grantee to comply with any of the covenants, terms or conditions contained in this Agreement. (d) Project Incompletion. 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) Lack of or Insufficient 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. 12 -AC -13 Page 9 of 13 ARTICLE IX DISBURSEMENT PROCEDURES 9.1 REQUEST FOR DISBURSEMENT. 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. With prior approval, the Grantee may receive advance payments of grant funds, provided the Grantee meets the financial management standards specified in OMB Circulars A -102 or A -110, as applicable 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 either 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 SUSPENSION. In emergency situations, ICVS may suspend a grant for not more than thirty (30) calendar days. Examples of such situations may include, but are not limited to: 12 -AC -13 Page 10 of 13 (a) Serious risk to persons or property; (b) Violations of Federal, state or local criminal statutes; and (c) Material violation(s) of the grant agreement that are sufficiently serious that they outweigh the general policy in favor of advance notice and opportunity to show cause. 10.3 TERMINATION. (a). Circumstances for 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, as stated in Article VIII, Section 8.3 (b). (C) Termination due to non- appropriation 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. (D) 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. *The Administrative Rules of ICVS in regards to the appeals process apply in all situations. (b) Procedure Upon Termination. If the Grant Agreement is terminated for convenience, an event of default or non - appropriation of funds, disbursements shall be allowed for costs up to the date of termination determined by the Commission to be in compliance with this Grant Agreement. The Grantee shall return to the Commission all unencumbered Grant proceeds within one (1) week of receipt of Notice of Termination. 10.4 UNALLOWABLE COSTS. If ICVS determines at any time, whether through monitoring, 12 -AC -13 Page 11 of 13 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. 10.5 MEMBER COSTS. The award amount contemplated by this Agreement reflects a maximum possible payment based on full member enrollment. If the Grantee fails to enroll the number of members reflected in the Grant Application, the payment under this Agreement may be reduced accordingly. 10.6 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. 10.7 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. 10.8 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 between line items within a budget category. All changes shall be incorporated into this Agreement through written amendment signed by both the Commission and the Grantee. The provisions of the amendment shall be in effect as of the date the 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 12 -AC -13 Page 12 of 13 laws, regulations, rules or policies. A copy of such unilateral modification will be given to the Grantee as an amendment to this Agreement. 10.9 NOTICES. Whenever this Grant Agreement requires or permits any notice or written request by one party to another, it shall be in writing, and delivered at ICVS' discretion via electronic means (such as email) to the Authorized Representative as noted on the Grant Application (or to another Authorized Representative who may have been designated by written notice) with a read receipt requested or 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 and Authorized Representative set forth heretofore, as modified from time to time, as being the address and Authorized Representative of the Grantee. 10.10 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. 10.11 LIMITATION. The Commission shall not, under any circumstances, be obligated financially under this Grant Agreement except to disburse funds according to the terms of the Agreement. 10.12 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. 10.13 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. 10.14 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. 10.15 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, ensuring 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. 12-AC-13 Page 13 of 13 10.16 NON - ASSIGNMENT. This contract may not be assigned without prior ICVS written consent. 10.17 JOINT LIABILITY. If Grantee is a joint entity, consisting of more than one individual, partnership, corporation or other business organization, all such entities shall be jointly and severally liable for carrying out the activities and obligations of this contract, and for any default of such activities and obligations. 10.18 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. 10.19 COUNTERPARTS. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute but one and the same instrument. IN WITNESS WHEREOF, the parties have executed this Grant Agreement. IOWA COMMISSION ON VOLUNTEER SERVICE BY: Adam Lounsbury Executive Director DA 1'E: ,P4((/ CITY OF DUBUQUE BY: / \ Michael Van Milligen City Manager b/d—, DATE: l 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 Grantee's governing board regarding financial operations; internal accounting controls; reasonableness of cost allocation methods if personnel and overhead costs are allocated to more than one project; c. cumulative statement of resources and expenses by the individual project Agreement for the full Agreement period; balance sheet if there are receivables and payables at the end of the project period; and d. notes to the financial statements; comments on questioned costs and accounting 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 July 26, 2012 11:13 AM Partners in Learning AmeriCorps Program City of Dubuque Application ID: 12AC133288 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: 09/01/2012 - 08/31/2013 Total Amt CNCS Share Grantee Share 90,327 41,988 18,058 9,751 780 0 870 440 Total $2,090 70 0 $70 2,168 700 3,350 850 48,339 8,307 780 800 440 $2,020 1,468 2,500 0 Total $3,350 $850 7,753 0 $123,746 $53,359 $2,500 7,753 $70,387 Section I Percentage 43% 57% Section II. Member Costs A. Living Allowance Full Time (1700 hrs) 1 -Year Half Time (900 hours) Reduced Half lime (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 9,680 96,560 77,248 0 0 60,360 22,132 0 0 48,288 9,658 0 0 2,420 19,312 0 12,072 12,474 0 0 Total $191,152 $144,874 14,623 5,849 1,800 Total $22,272 $213,424 1,825 0 0 $1,825 $146,699 Section II. Percentages 69% $46,278 12,798 5,849 1,800 $20,447 $66,725 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 Section III Percentage 14,741 2,106 Total $16,847 8,423 2,106 $10,529 $16,847 $10,529 6,318 0 $6,318 $6,318 62% 38% Section I + III. Funding Percentages 45% 55% Budget Totals Budget Total Percentage Required Match # of years Receiving CNCS Funds $354,017 $210,587 59% 34% 6 $143,430 41% Form 424A Page 1 Modified SF -424A (4/88 and 12/97) July 26, 2012 11:13 AM Total MSYs Cost/MSY Partners in Learning AmeriCorps Program City of Dubuque 16.62 $12,671 RPT BGT 424 Form 424A Modified SF -424A (4/88 and 12/97) Page 2 Budget Narrative for 12AC133288 Page 1 of 5 Budget Narrative: Partners in Learning AmeriCorps Program for City of Dubuque Section I. Program Operating Costs A. Personnel Expenses Position/Title -Qty - Annual Salary -% Time CNCS Share Grantee Share Total Amount AmeriCorps Director: - 1 person(s) at 43511 each x 96.5 % usage 41,988 0 41,988 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 41,988 48,339 90,327 B. Personnel Fringe Benefits Purpose - Calculation -Total Amount CNCS Share Grantee Share Total Amount Director Health, FICA, IPERS,: Health $9,888 + Workers Compensation $1,331 + FICA @.0765, $3,328 + IPERS @.0807, $3,511 9,751 8,307 18,058 CATEGORY Totals 9,751 8,307 18,058 C. Travel Staff Travel Purpose - Calculation CNCS Share Grantee Share Total Amount Travel to CNCS- Sponsored Meetings: Director travel to 1 CNCS Sponsored meeting: $500- airfare, $270 -2 -3 nights in hotel, $100 -meals 70 800 870 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 70 1,580 1,650 Member Travel https: / /egrants.cns.gov /espan/ main /report.j sp ?sid= W1Q6QRSYwfgyLtl srKHCFrCJrnpCs... 7/26/2012 Budget Narrative for 12AC133288 Page 2 of 5 Purpose - Calculation CNCS Share Grantee Share Total Amount Member Travel: Travel to program sites and ICVS Member training and events or 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 CATEGORY Totals 0 440 440 D. Equipment Item /Purpose -Qty -Unit Cost CNCS Share CNCS Share Grantee Share Total Amount 0 CATEGORY Totals 0 0 0 E. Supplies Item - Calculation CNCS Share Grantee Share Total Amount Member Gear: Uniforms: t- shirts ($10), + name tags ($6) = $16 x 48 Members 0 768 768 Office Equipment Maintance & Office Supplies: Copy Machine Maintance $325 + Postage $200 + Cell Phone $350 + Office Supplies $525 700 700 1,400 CATEGORY Totals 700 1,468 2,168 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: 4 Mounds Team building /communication training =$13 x 48 members, 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 https: / /egrants.cns.gov /espan/ main /report.jsp ?sid= W1Q6QRSYwfgyLtl srKHCFrCJrnpCs... 7/26/2012 Budget Narrative for 12AC133288 H. Evaluation Page 3 of 5 Purpose - Calculation -Daily Rate CNCS Share CNCS Share Grantee Share Total Amount 0 CATEGORY Totals 0 0 0 I. Other Program Operating Costs Purpose - Calculation CNCS Share Grantee Share Total Amount Meeting Rooms: $75 per meeting x 12 meetings /trainings x $75 = $900 (meeting rooms will be used to provide member trainings and hold member meetings) 0 900 900 Criminal Background Checks: 55 checks at $35 each, includes FBI, criminal history and sex offender for 48 members and new staff. Current staff have already received required checks. 0 1,925 1,925 Personnel Support & Fiscal Accounting: Personnel @ $35 per hour x 24 hours = $840; Payroll @ $22 per hour x 42 hours = $924; Account @ $30 x 60 hours = $1,800 0 3,564 3,564 Site Liability Insurance: $500 0 500 500 Member Timekeeping System: 48 members x $18 = $864 0 864 864 CATEGORY Totals 0 7,753 7,753 SECTION Totals 53,359 70,387 123,746 PERCENTAGE 43% 57% Section II. Member Costs A. Living Allowance Item - # Mbrs w/ Allow - Allowance Rate - # Mbrs w/o Allow CNCS Share Grantee Share Total Amount Full Time (1700 hrs): 1 Member(s) at a rate of 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 96,560 2 -Year Half Time (1st Year): Member(s) at a rate of each Members W/O allowance 0 0 0 2 -Year Half Time (2nd Year): Member(s) at a rate of each Members W/O allowance 0 0 0 Reduced Half Time (675 hrs): Member(s) at a rate of each Members W/O allowance 0 0 0 Quarter Time (450 hrs): 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 https: / /egrants.cns.gov /espan/ main /report.jsp ?sid= W1Q6QRSYwfgyLtl srKHCFrCJrnpCs... 7/26/2012 Budget Narrative for 12AC133288 CATEGORY Totals B. Member Support Costs 144,874 46,278 Page 4 of 5 191,152 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% BUDGET Totals 210,587 143,430 354,017 PERCENTAGE 59% 41% Total MSYs 16.62 Cost/MSY 12,671 Source of Funds https: // egrants. cns. gov /espan/ main /report.j sp ?sid= W1Q6QRSYwfgyLt 1 srKHCFrCJrnpCs... 7/26/2012 Budget Narrative for 12AC133288 Page 5 of 5 Section Match Description Amount Type Source Source of Funds The AmeriCorps Partners in Learning Program utilizes teachers and other professional through in -kind training for Member development. In -kind contributions provide administrative and overall program support and supervision of our members 51,912 In Kind State /Local Member costs come from $3 per hour cash match from partners and agencies. 85,200 Cash State /Local Total Source of Funds 137,112 https: / /egrants.cns.gov /e span/main/report.j sp ?sid= W1Q6QRSYwfgyLtl srKHCFrCJrnpCs... 7/26/2012 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 © Non 2a. DATE SUBMI I I ED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS): 2b. APPLICATION ID: 12AC133288 3. DATE RECEIVED BY STATE: 19- DEC-11 STATE APPLICATION IDENTIFIER: 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). NEW NEW /PREVIOUS I x I CONTINUATION I I AMENDMENT If Amendment, enter appropriate letter(s) in box(es): A. AUGMENTATION B. BUDGET REVISION C. NO COST EXTENSION D. OTHER (specify below): GRANTEE 9. NAME OF FEDERAL AGENCY: Corporation for National and Community Service 10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.006 lob. TITLE: AmeriCorps State 11.a. DESCRIPTIVE 'TITLE OF APPLICANTS PROJECT: Partners in Learning AmeriCorps Program 11.b. CNCS PROGRAM If'JFIiATWE (IF ANY): 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): Dubuque, IA 13. PROPOSED PROJECT: START DATE: 09/01/12 END DATE: 08/31/13 14. CONGRESSIONAL DISTRICT OF: a.Applicant I IA 001 I b.Program I IA 001 I 15. ESTIMATED FUNDING: Year #: 2 16. IS APPLICATION ORDER 12372 PROCESS? SUBJECT TO REVIEW BY STATE EXECUTIVE WAS MADE AVAILABLE STATE EXECUTIVE ORDER 12372 PROCESS FOR ON: IS NOT COVERED BY E.O. 12372 a. FEDERAL $ 210,587.00 I YES. THIS PREAPPLICATION/APPLICATION TO THE REVIEW DATE: b. APPLICANT $ 143,430.00 c. STATE $ 0.00 d. LOCAL $ 0.00 © NO. PROGRAM e. OTHER $ 0.00 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? YES if "Yes," attach an explanation. ® NO f. PROGRAM INCOME $ 0.00 g. TOTAL $ 354,017.00 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: 04/26/12 Page 1 For Official Use Only Narratives 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. For Official Use Only Page 2 For Official Use Only Narratives 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 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 50% in For Official Use Only Page 3 For Official Use Only Narratives 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 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. For Official Use Only Page 4 For Official Use Only Narratives 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 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 For Official Use Only Page 5 For Official Use Only Narratives 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 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 For Official Use Only Page 6 For Official Use Only Narratives summer learning opportunities. In- school and after school academic support provided by members may be one -on -one or small groups Iz -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 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 Canip where youth participate for eight weeks in high ropes challenge activities and are taken canoeing and spelunking. For Official Use Only Page 7 For Official Use Only Narratives 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 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 For Official Use Only Page 8 For Official Use Only Narratives 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 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 For Official Use Only Page 9 For Official Use Only Narratives 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 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 For Official Use Only Page 10 For Official Use Only Narratives 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 -2010, 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 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 For Official Use Only Page 11 For Official Use Only Narratives 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 K -12th AmeriCorps members will provide academic support during school and after school. Thirty -three AmeriCorps members will be in- school academic • support for 3,400 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 For Official Use Only Page 12 For Official Use Only Narratives develop social and academic development during the school year and the summer enrichment programs. Sixty percent of the students (N =550) 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 to other individuals who come weekly 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. For Official Use Only Page 13 For Official Use Only Narratives 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.o 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 volunteers serve more hours per volunteer while still reaching the goal of 6,000 service hours. For Official Use Only Page 14 For Official Use Only Narratives 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 50% 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 those students receiving free or reduced meals who, during the For Official Use Only Page 15 For Official Use Only Narratives 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: #1 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 For Official Use Only Page 16 For Official Use Only Narratives streams, has increased. We continue to increase effectiveness and expand the number of committed 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,o99 last program year. Cash match from sites has been increased from 15 to 2o% 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 For Official Use Only Page 17 For Official Use Only Narratives 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 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 $8,00o 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 involved 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 For Official Use Only Page 18 For Official Use Only Narratives 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 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 loo 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 "too 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, For Official Use Only Page 19 For Official Use Only Narratives 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 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 For Official Use Only Page 20 For Official Use Only Narratives 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 $69,099 to the AmeriCorps Partners in Learning Program. The site supervisor's 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 t00% 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 .04% 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 For Official Use Only Page 21 For Official Use Only Narratives 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,o99. 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 approximately $io,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 For Official Use Only Page 22 For Official Use Only Narratives 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 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 For Official Use Only Page 23 For Official Use Only Narratives 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 5o+ 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. 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. For Official Use Only Page 24 For Official Use Only Narratives 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 Year 2 Continuation: Member selection: All AmeriCorps members will successfully complete a National Sex Offender Registry background check, criminal history background check and an FBI fingerprint check. Member training: Members will not receive CPR and First Aide training as stated in the narrative, in place of this all members will be trained in Disaster Preparedness on how to operate a Volunteer Reception Center (VRC) in times of a disaster. The Partners in Learning Program has partnered with the local disaster committee and all members will be called upon, if necessary, to open and operate a VRC. Deb Bell, AmeriCorps Director, will provide this training a minimum of twice per year. Deb has been involved with the local disaster committee for the past three years. Outcome performance Measures: The performance measurement on Education has been updated. This update has occurred after reviewing the definition of our academic support program. While our members may work with 4,000 students within the school district, we are not measuring impact on all 4,00o. We are measuring the impact on students whom our members work with on a regular basis (at minimum 12 visits) which is approximately 95o students. A new measurement on Disaster For Official Use Only Page 25 For Official Use Only Narratives Preparedness has been added. Education information: Members will provide academic assistance to approximately 95o students in the Dubuque Community School District. Of these students, 6o% or 55o will complete the academic support program which includes being served by an AmeriCorps member once a week for twelve weeks. Of the 55o students who complete the program successfully, 33o or 6o% of these students will show an increase in reading or math based upon the MAP test results or member and teacher surveys. Recruitment /Retention: In 2010 -2011 our recruitment rate was 108% and our retention rate was 8o %. This has been the first year since inception of the program that our retention rate has been this low. Several factors played into this: Penny Ehlinger, full time director became ill in September and worked part -time and then fully retired in December 2010. Beverly Berna who has been with the program since inception filled in as she could and Deb Bell, current director did not start until mid - January. Deb was able to convert most of the slots that were not filled yet to summer positions which meant a larger summer program than expected. Several members quit early due to many different factors including: pregnancy, illness, and personal problems, among others. Recruitment was strong during 2010 -2011 and that will continue into next year. As a new director, Deb Bell, will work on retaining members by increasing communication with members. This will be done by implementing "time check points" where each member needs to submit their total hours and if they are behind in hours, the member will submit a plan on how to make those hours up. A shutterfly website has also been created and used regularly as a communication tool for the director to get information to the member, as well as, member to member communication. The website contains regular updates, calendar of events, missing information, sign- For Official Use Only Page 26 For Official Use Only Narratives up sheets for meetings and activities, links to commonly used websites, forms, etc. This has just recently been implemented and members have commented on how well they like this type of communication. Communication with site supervisors will also increase so if problems arise, the Director can become involved early in the process to help work through the issues. The Director will increase this communication through regular email updates, site visits and phone calls. Budget Changes: In year 2011 -2012 Program Director salary was $4o,964. In year 2012 -2013 this increases to $41,988 the reason for the increase is a 2.5% raise that the City of Dubuque /program sponsor has approved for employees for fiscal year 2012 -2013. By making these changes the program has been able to keep the CNCS share and cost per MSY the same. For Official Use Only Page 27 Grant Characteristics AmeriCorps Member Population AmeriCorps Member Population - AmeriCorps Member Population - AmeriCorps Member Population - AmeriCorps Member Population - AmeriCorps Member Population - AmeriCorps Member Population - AmeriCorps Member Population - AmeriCorps Member Population - Geographic Focus - Rural Geographic Focus - Urban Encore Program x For Official Use Only Performance Measures - Communities of Color Low - income Individuals Native Americans New Americans Older Americans People w ith Disabilities Rural Residents Veterans, Active Military, or their Families None of the above Focus Areas 1 1 Ix' x Capacity Building Selected for National Measure Education Selected for National Measure Healthy Futures Selected for National Measure Environmental Stew ardship Selected for National Measure Veterans and Military Families Selected for National Measure Economic Opportunity Selected for National Measure Other Selected for National Measure Disaster Services Selected for National Measure Grand Total of all MSYs entered for all Focus Areas Service Categories Disaster Preparation Other Education 16.78 Primary Primary la El Secondary ❑ Secondary ❑ Focus Area: Disaster Services Service Category: Disaster Preparation For Official Use Only Page 28 For Official Use Only Measure Category:Not Applicable Strategy to Achieve Results Briefly describe how you will achieve this result (Max 4,000 chars.) AmeriCorps Members will be trained in disaster services including how to operate a Volunteer Reception Center Results Result: Output AmeriCorps Partners in Learning members will understand and be able to operate a Volunteer Reception Center in times of a disaster. Indicator: participants Target: AmeriCorps Partners in Learning members w ill complete disaster training and be prepared to operate a Volunteer Reception Center for Dubuque County if a disaster should occur. Target Value: 48 Instruments: Training sign in sheet. PM Statement: 48 AmeriCorps Partners in Learning members w ill complete disaster training and be prepared to operate a Volunteer Reception Center ofr Dubuque County if a disaster occurs. Prev. Yrs. Data: For Official Use Only Page 29 For Official Use Only National Performance Measures Focus Area Education Performance Measure Title: Measure ED 1 Strategy to Achieve Results Briefly describe how you w ill achieve this result (Max 4,000 chars.) AmeriCorps Members w ill provide academic support to students in grades K -12. Result: Output Result. Students at nine elementary schools, three middle schools and two high schools w ill receive academic support services from AmeriCorps members. Students w ill receive academic enrichment by members during an after school program. Indicator: ED1: Students w ho start in an AC ED program. Target :Number of students in K -12 Dubuque Community School w ho w ill receive in school or after school academic support from an AmeriCorps member. Target Value: 900 Instruments: By -w eekly attendance logs completed by the AmeriCorps Member PM Statement: Twenty -six AmeriCorps Members w ill provide 900 K -12 students in the Dubuque Community School district w ith academic support during school and through after school programs. Focus Area: Education Performance Measure Title: ED 2 Strategy to Achieve Results Briefly describe how you w ill achieve this result (Max 4,000 chars.) Members w ill provide in school and after school academic support to students in K -12. Students w ho meet w ith a member at least once per w eek for tw elve w eeks w ill be considered completing the academic support program. Result: Output Result. Students in grades K -12 within the Dubuque Community School District w ill complete the academic support program. Indicator: (PRIORITY) ED2: Number of students w ho complete an AC ED program. Target :Number of 5 -12 students w ho w ere provided academic support from AmeriCorps members and completed the academic support program. Target Value: 550 Instruments: By- weekly attendance logs completed by the AmeriCorps Member PM Statement: 550 students or approximately 60% of students w ho start the academic support program w ith an AmeriCorps member w ill complete the academic support program. Focus Area: Education Performance Measure Title: Measure ED 5 For Official Use Only Page 30 For Official Use Only National Performance Measures Strategy to Achieve Results Briefly describe how you w HI achieve this result (Max 4,000 chars.) Members w ill help students increase their success in school by providing academic support and enrichment activities. Result: Intermediate Outcome Result. K -12 students provided academic mentoring by Members, and for w hom data is collected, w ill improve or maintain in their academic performance in reading and math. Indicator: (PRIORITY) ED5: Students w/ improved academic performance. Target :60% of students w ho complete the academic support program provided by an AmeriCorps member w ill improve or maintain their performance in reading and math Target Value: 330 Instruments: MAP test results from students completing the academic support program. Test results from the beginning of the year w ill be compared with end of the year results. Students may also be evaluated by teacher and member year end evaluations of performance based upon the criteria of e:,no improvement, maintained, improved slightly or significant improvement. PM Statement: 60% of students w ho completed the academic support program w ill improve or maintain their academic performance of reading and math based on teacher and member year end evaluations and MAP tests results. For Official Use Only Page 31 For Official Use Only Required Documents Document Name Status Evaluation Already on File at CNCS Labor Union Concurrence Not Applicable For Official Use Only Page 32 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, Revised January 2012 Exhibit F- AMERICORPS NOTICE OF FUNDING OPPORTUNITY (NOFO) Notice of Federal Funding Opportunity, Amended Announcement, Originally Issued August 29, 2011 AmeriCorps State and National Grants FY 2011 Exhibit G — AMERICORPS STATE AND NATIONAL APPLICATION INSTRUCTIONS 2012 AmeriCorps State and National Application Instructions (OMB Control #: 3045 -0047, Expiration Date: 02/29/2012) Exhibit H — 2012 -2013 AMERICORPS POLICIES AND PROCEDURES MANUAL Issued August 6, 2012 Exhibit I Disaster Cadre EXHIBIT I DISASTER DEPLOYMENT AGREEMENT In this agreement the ICVS and G agree as follows: 1. PURPOSE. The purpose of this agreement is to outline the expectations and limitations of, for eligible reimbursements and requirements for disaster deployment under the ICVS' Disaster Response Cooperative Agreement (DRCA) with the Corporation for National and Community Service (CNCS) or direct deployments initiated from Iowa Homeland Security and Emergency Management (HSEMD). 2. MEMBERS. The Grantee, as a member of the Iowa _ ineriCorps Disaster Cadre is willing to respond to disasters or assist in recovery efforts within their capability.ICVS and Grantee seek to make efficient use of their authority, powers, resources, and privileges by entering into this agreement to carry out its purposes. 3. COST REIMBURSEMENT. Grantee is eligible for cost reimbursements associated with a specific mission assignment for allowable expenses that fall within the approved budget for deployment. Allowable expenses include travel, lodging, meals, supplies, and equipment incurred for deployment and any negotiated expenses specific to the deployment or mission assignment. Unless specifically negotiated and approved under a specific mission assignment and deployment(s), the ICVS will not reimburse costs already included in the program's budget under its existing ICVS or CNCS grant(s). This preclusion includes both the Corporation and non - Corporation shares of staff salaries paid, participant costs, staff overtimes, administrative overhead and fees and/ or any other costs. The Grantee is responsible for following all reimbursement procedures and allowable cost policies outlined or referenced in the Disaster Deployment Agreement between the ICVS and CNCS that will be provided to the Grantee in the case of mission assignment and deployment. 4. LIABILITY. Grantee ensures adequate liability coverage for any mission assignment or deployment. 5. RECORD KEEPING. Records will be maintained by the Grantee and ICVS in a manner consistent with the reporting requirements of the Iowa Department of Revenue and Finance, the State of Iowa Auditor's Office, the Corporation for National and Community Service and the Federal Emergency Management Agency. Source documentation sufficient to support expenditures will be provided by the Grantee at the time reimbursement is requested. Grantee shall keep a copy of receipts requested for reimbursement for a period of 6.25 years from the end of the mission assignment. . 6. TRAINING. Grantee shall insure AmeriCorps Members have received appropriate training for the specific mission assignment prior to acceptance of that mission assignment. 7. TERMINATION. This agreement may be terminated in part or completely with or without cause by either ICVS or Grantee upon thirty (30) days written notice. 8. AMENDMENTS. Any amendment to this agreement shall be by the mutual consent of the parties. be in writing. and be appended to this agreement. 9. DEPLOYMENT. Any deployment not ordered by the Governor will be voluntary and can be rejected by the ICVS or the Grantee. Programs will not be reimbursed for any disaster response unless a specific deployment for that activity is issued. Multiple deployments may be issued under any specific mission assignment received by ICVS and /or CNCS. 10. ADMINISTRATORS. Grantee and the ICVS each will designate one representative to serve as administrators of this agreement. For Grantee: (name) (phone number) (email address) For ICVS: Adam Lounsbury 515 - 725 -3099 Adam. LounsburviP iowa. gov