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Volunteer Generation Fund Grant TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Safe Community Task Force Recommendations: Volunteer Generation Fund Grant DATE: August 29, 2012 Human Rights Director Kelly Larson is recommending that the City accept a Volunteer Generation Fund Grant Award from the Iowa Commission on Volunteer Service in an amount between $40,000 and $50,000, depending on the final number received from the State. The grant will allow the City to use volunteering as a strategy to meet some of the Safe Community Task Force Recommendations. Several of the Safe Community Task Force recommendations relate to building a stronger sense of connection to each other and to the community across differences, increasing resident participation in community activities, and raising awareness and support for programs that have been designed to foster self-sufficiency. Specific recommendations included: 1) engaging community volunteers of various races and income levels in a monthly Days of Caring initiative by encouraging businesses to allow volunteers to participate on work time; 2) identifying volunteers willing to assist with helping property owners remedy exterior code violations while building relationships and a sense of community; 3) encouraging community-wide support of initiatives that support self-sufficiency; 4) raising awareness among the general public and developing individual ambassadors through intercultural competence training, the Bridges Initiative (now Circles Initiative), and similar programs; and 5) increasing resident participation in strategies developed by residents. The City is seeking to implement these recommendations by strengthening the volunteer infrastructure and creating a collaborative approach to volunteering in Dubuque. I concur with the recommendation and respectfully request Mayor and City Council approval. / AAh kt1&1 Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Kelly Larson, Human Rights Director 2 THE CcrY OF Dubuque DUB E A - Masterpiece on the Mississippi 1 I I I I 2012 TO: Michael C. Van Milligen, City Manager FROM: Kelly Larson, Human Rights Director SUBJECT: Safe Community Task Force Recommendations: Volunteer Generation Fund Grant DATE: August 28, 2012 The purpose of this memorandum is to recommend that the City accept a Volunteer Generation Fund Grant Award from the Iowa Commission on Volunteer Service. The grant will allow us to use volunteering as a strategy to meet some of the Safe Community Task Force Recommendations. Background Several of the Safe Community Task Force recommendations relate to building a stronger sense of connection to each other and to the community across differences, increasing resident participation in community activities, and raising awareness and support for programs that have been designed to foster self- sufficiency. Specific recommendations included: 1) engaging community volunteers of various races and income levels in a monthly Days of Caring initiative by encouraging businesses to allow volunteers to participate on work time, 2) identifying volunteers willing to assist with helping property owners remedy exterior code violations while building relationships and a sense of community, 3) encouraging community -wide support of initiatives that support self- sufficiency, 4) raising awareness among the general public and developing individual ambassadors through intercultural competence training, the Bridges Initiative (now Circles Initiative), and similar programs, and 5) increasing resident participation in strategies developed by residents. We are seeking to implement these recommendations by strengthening our volunteer infrastructure and creating a collaborative approach to volunteering in our community. During her term of service, AmeriCorps VISTA Member Mary Bridget Corken gathered information on community needs and created a High Impact Service Plan, which was approved by the City Council on February 6, 2012. The plan describes a strategy for engaging volunteers in helping to meet pressing community needs through such programs as the Multicultural Family Center, the Circles Initiative, Green and Healthy Homes, Love Your Block, and the Green Iowa AmeriCorps. At the July 2, 2012 City Council meeting, I submitted a notice of intent to apply for Cities of Service grant funds to further implement the City's High Impact Service Plan. Based on discussions with the grant funders and with the people managing the initiatives listed in the plan, we have decided that the Cities of Service grant is not the appropriate grant for the current program needs. Consequently, we will not be pursuing the Cities of Service Grant at this time. Instead, we have pursued a capacity building grant through the Iowa Commission on Volunteer Service (ICVS). Discussion On August 10, 2012, the Dubuque National Service Partnership (DNSP) received notice of fund availability from the ICVS, with a grant application deadline of August 17. In collaboration with the members of the DNSP, we submitted the attached grant application. On August 23, we received notice that we had been selected for the grant, pending negotiation on a few items. On August 28, we submitted our responses to the requested clarifications, which we expect will be accepted. We expect the final grant award to be approximately $40,000. The grant will establish a collaborative group of volunteer managers who will serve as the hub of a Volunteer Center for our community. The group will consist of representatives from the Community Foundation of Greater Dubuque, Iowa College Compact, Foster Grandparents, AmeriCorps Partners in Learning, Retired and Senior Volunteers, the Multicultural Family Center, St. Mark Community Center, Dubuque Community Schools, the Circles Initiative and the City of Dubuque. Community Engagement Coordinator Nikola Pavelic will be the convener of the group and will oversee the management of the activities under the grant. AmeriCorps VISTA Member Trisha Federspiel and Loras College Intern Carolina Rusinque will be responsible for many of the daily activities. The intention behind the grant is to establish the infrastructure for a coordinated approach to volunteering in our community so that we are engaging volunteers as partners in meeting our most significant community needs, building the capacity of organizations that use volunteers so that they are better able to recruit and retain volunteers with the necessary skills, making it easy for people in the community to find volunteer opportunities that match their skills and interests, and celebrating the contributions of volunteers to improving the quality of life for people in Dubuque. In addition to meeting community needs, we see this effort as a way to implement several of the Safe Community Task Force recommendations. It will allow us to use volunteering as way to create a sense of belonging and contribution to the community as we invite people to be part of helping solve some of our most pressing problems. While we are not proposing new monthly Days of Caring as part of this work, we will be tracking the demographics of people serving and served on a regular basis and capturing the impact that working together across those differences is having on participants. We will be offering educational experiences that help agencies and volunteers be more comfortable working across cultural differences. We will be using the Volunteer Solutions on -line system, which allows us to match volunteer skills to needs, helping with finding volunteers who may have the skills to assist with home repairs and also providing residents the opportunity to easily participate in ways that they choose. As we engage volunteers, we will be raising awareness amongst the general public about the needs we are facing in our community, which will increase understanding of the depth of the challenges while simultaneously putting a human face on abstract problems. This helps us build a more connected, informed and engaged public, which is critical to the overall health of our community. We will pay particular attention to supporting the initiatives mentioned by the Safe Community Task Force and capturing the ways in which volunteering or being served in those initiatives has impacted peoples' lives. Budget Impact We will administer the grant through the Human Rights Department. The budget impact will be revenue of approximately $50,000, which we will receive on a reimbursement basis for expenditures approved under the grant. Action Requested I recommend acceptance of the grant funds. cc: Nikola Pavelic IowaGrants Out Application Application Details Go to Application Forms 49528 -2013 VGF -Volunteer Generation Fund 49751 - Volunteer Dubuque! Volunteer Center Volunteer Generation Fund Straus: Correcting Submitted Date: 2912 - 9&1712:42.57 Signature: Kelly Larson Submitted By: Kelly Far Larson Applicant Information Project Officer Organization Inform ation Aus User ld KELLVLARSON &OWAID Organization Name: Cary of Dubuque First Name' KBIIy Per Larson Organization Type: City Government Froh a Maseu „re ,A x„re Tax ID: 42- 9994599 Title DUNS: 99- 319 -5392 Email: klarson @cityofdubuque.org organization Address : 4992 TWI IIg ht Drive Website www cit oNUbu tie or y q g Address: 50 West 13th Street City' Dubuquelowe 52991 cry s asP,m,e me.zo Dreher 52001 Phone' 563 51 3 -17 59 cPY s°`sn' ° °"`­mdlz,p Ph... Phone: 5935994219 Program Area of V olu nth¢ r Ge ne ratio n Fun it EA Interest Fax 593599 4221 Fax Minority Impact Statement Question # a 1. The proposed gam programs or Jsipropotioinate hay a or. unique POSIDW Yes IMPACT on minority persons. N YE S, describe the postliie impact Th e M WOCWW ral Fe rnly Center wll l b e a p a and r l n this pronem and we wl ll be expected from this project Intl mid no Ity feNSl ng on e ng as In g dive red g ran p s l n ve In CH FAn a no u S ng it as d Feel to build understanding across minority groups. Indicate the grouplsl Positively person /swith d Disc b ility, Bl arks LeO no s, Pd ofi c l or antlers impacted. Question # 2 2. The proposed grant project programs or policies could have a dispmpodionate or unique NB BEG AFRO IMPACT on minody persons. BYES, describe the negative impact expected from this Project B YE S, present the rationale for the existence of the proposed program or policy. BYES, provide evidence of consumation rest representatives of the minority groups impacted. Indicate the groumsj negatively impacted. Question # 3 3. The proposed grant project am E%PECTE D TO HAVE A NOT yd5 DISPROPORTIONATE OR UNIQUE Page 1 of 13 https:// www. iowaRrmts. RovI RetApplicationPreview .do?doc=entPk- 1344946929072 &his... 8/28/2012 IowaGrants IMPACT on minority persons. If YES, present the rationale for determining no impact. Certification I hereby certify that the information on this form is complete and accurate, to the best of my knowledge. Name of Person Submitting Certification. Title of Person Submitting Certification All programs and activities will use concepts of "universal design" in order to insure that we are adequately meeting the needs of a full range of residents without adversely impacting any particular group. Yes Kelly Larson Human Rights Director Cover Sheet - General Information Dubuque Iowa 52001 Authorized Official City Sete zip Name Michael C. Van Milligen Title City Manager Organization City of Dubuque Address 50 W. 13th Street City /state/zip' Dubuque Iowa 52001 City Sete zip Telephone Number 563 -589 -4110 EWail ctymgr @cityofdubuque.org Fiscal Officer /Agent Dubuque County Name Kellly Larson Title Human Rights Director Organization City of Dubuque Address 1300 Main Street City /Staterzip° Dubuque Iowa 52001 City State zip Telephone Number 563 -589 -4190 EWail klarson @cityofdubuque.org County(ies) Participating, Involved, or Affected by this Proposal Dubuque County Congressional District(s) Involved or Affected bythis Proposal 1 - Bruce Braley Congressional Map Iowa Senate District(s) Involved or Affected by this Proposal 14 Distriet Map Iowa House District(s) Involved or Affected by this Proposal 27,28 Distriet Map Program Design /Planning Collaborations and Program Development - 50% Program Design - Part 1 20, 000 character limit PROGRAM DESIGN Dubuque, located along the Mississippi River, is Iowa's oldest and 7th largest city at 58,000 and a regional center for commerce, industry, education, medical services, culture, and tourism. Dubuque takes great pride in our slogan, "Masterpiece on the Mississippi," but this wasn't always the case. In the 1980s, Dubuque endured 23% unemployment, an exodus of residents, struggling downtown businesses, disconnected neighborhoods, and little hope that we could thrive. A billboard proclaimed: "Last one to leave Dubuque, turn off the lights'. In these difficult times, leaders from the private, non - profit, and public sectors facilitated community visioning that helped change Dubuque, focusing on grassroots efforts to address community rebirth. Today this strong culture of partnership and community engagement has propelled Dubuque from good to great in many areas: job growth and retention, sustainability, partnerships, community development, civic engagement, and education. Page 2 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants Dubuque takes great pride in our deep history of collaboration that is identified as the source of our community's success. We leverage resources, programs and ideas across sectors wth a continual focus on engaging community in as many ways as possible. In this way, we will leverage partnerships of our many National Service programs and non - profits in our community to create a Volunteer Centerthat engages the community in supporting the efforts of our schools, non - profits, government and faith organizations to continue to build a better Dubuque. We see this work as central to our sustainability initiative, which includes volunteerism as an indicator of our community's social and cultural vibrancy. To achieve this overarching goal we will ensure Dubuque's Volunteer Center supports four core functions: 1) Engage volunteers as part ofthe solution to community needs, including building the capacity of Dubuque's disaster Volunteer Reception Center, 2) build the capacity of agencies to recruit, train, and retain volunteers, 3) promote volunteering, and 4) connect volunteers to opportunities. Structure and Geographic Location Dubuque's Volunteer Centerwill serve the Greater Dubuque Region, connecting Dubuque volunteers and non -profit organizations based in Dubuque. Dubuque's Volunteer Center is made of a broad coalition of organizations who are committed to growing volunteerism in our community including: The Community Foundation of Greater Dubuque, The City of Dubuque, The Dubuque Community Schools, Loms College- Iowa Campus Compact, Project Concern- Foster Grandparent Program, RSVP, AmeriCorps Partners in Learning, the Multicultural Family Center, the Circles Initiative and many more non - profits who value volunteerism as a core part oftheir missions. Service Structure The Volunteer Center volt be supported by the City of Dubuque Human Rights Department, who vAll commit a full - time staff person to lead the Volunteer Center. The Volunteer Center will be a partnership of public and non -profit organizations who work together, through a Memorandum of Understanding (MOU), to create a coordinated approach to volunteering for our community. We will serve volunteers and non -profit organizations through four approaches. 1) Volunteer Dubuque Center: A physical location with staff to connect volunteers to public and non -profit organizations that need volunteers, and to support public and non -profit organizations in implementing best practices in recruiting, training, and retaining volunteers. 2) Volunteer Dubuque Website: A web based platform, supported by Volunteer Solutions, from Twist. 3) Volunteer Dubuque Learning Modules: Research based trainings for both volunteers (e.g. Disaster Readiness Training) and organizations, wth a particular focus on effective practices ofvolunteer management and engagement. 4) Volunteer Promotion and Recognition: Our plans include a marketing partnership with Resources Unite, local media outlets, social media, and community events to celebrate the impact of volunteers in our community. Partnerships Dubuque's success is built on working for collective impact through strong partnerships between many of our community's volunteer organizations. The Dubuque National Service Partnership (DNSP) is made up of representatives from The Community Foundation of Greater Dubuque, RSVP, Foster Grandparents, City of Dubuque Green Iowa AmeriCorps and Volunteer Generation AmeriCorps VISTA, Iowa Campus Compact, and Partners in Learning whom currently lead volunteer programs in our community that support organizations, such as The Multicultural Family Center, the Circles Initiative and the Dubuque Community Schools to name a few. We volt utilize these strong partnerships and engage new partners to create the Volunteer Management Group. The group will utilize a Collective Impact Model (John Kania, 2011) to ensure implementation of a common agenda through coordinated activities, continuous communication among stakeholders, and development of shared measurements of our objectives. The Volunteer Manager Group will ensure the Volunteer Center supports four core functions: 1) Engage volunteers as part of the solution to community needs, including developing the capacity of Dubuque's disaster Volunteer Reception Center, 2) build the capacity of agencies to recruit, train, and retain volunteers, 3) promote volunteering throughout the community, and 4) connect volunteers to opportunities. Additional partnerships will include volunteers and agencies who begin using the Volunteer Solutions software as part ofthis initiative, such as Days of Caring, Girl Scouts of Eastern Iowa, YMCA Girls on the Run Program, Read to Me Foundation, Veteran's Freedom Center, Washington Neighborhood Development Corporation, Four Mounds, and St. Luke's Methodist Church Wading Pool Gardens. Community Input To inform our efforts, we have gathered input from the community in three key ways: 1) by asking partners and participants in our Disaster Relief Training efforts, 2) by conducting a community -wide High Impact Service Plan needs assessment, and 3) including feedbackfrom the Dubuque Community Schools, the Dubuque Mentoring Partnership, and other non - profits who will be important partners in the VC. Specific individuals who have provided feedback include: • Maddy Cross, Multicultural Family Center Assistant Director • Peggy Demker, Read to Me Foundation Director • Jerelyn O'Connor, City of Dubuque Neighborhood Development Specialist • Kelly Larson, City of Dubuque Human Rights Director • Mary Rose Corrigan, City of Dubuque Public Health Specialist Page 3 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants • Tara Velez, Director of St. Mark Community Center • Amy Schauer, Retired and Senior Volunteer Program Director • Deb Bell, AmeriCorps Partners in Learning Director • Cori Burbach, City of Dubuque Sustainability Coordinator • Christie Tnik, Dubuque Main Street Program Specialist • Maggie Baker, Service Learning Coordinator, Loras College /Site Supervisor, Iowa Campus Compact AmeriCorps and VISTA programs • Chris Olson, Four Mounds Foundation Director • Carroll Clark, City of Dubuque Family Self - Sufficiency Coordinator • Stacy Martin, Foster Grandparent Program Director • Shannon Gaherty, Greater Dubuque Development Corporation Newcomer Relations Specialist • Beverly Berna, Multicultural Family Center Board of Directors • Nicole Johnson, Community Foundation of Greater Dubuque • Dubuque County Volunteer Reception Center Committee • Shelly Malone, Live Healthy Dubuque Committee Chair • Eric Dregne, Community Foundation of Greater Dubuque Vice President of Programs • Lindsey Harms, Green and Healthy Homes Initiative Home Advocate • Vicky Sutter, Dubuque National River Museum Development Director • Dubuque Community Wellness Coalition • Dennette Kellogg, City of Dubuque Public Library Administrative Assistant • Diana Painter, Project H.O.P.E. Coordinator • Iowa Green AmeriCorps Members • Angela Grunder, Girls Scouts of Eastern Iowa and Western Illinois Leadership Experience Manager • Randy Gehl, City of Dubuque Public Information Officer • Dubuque Downtown Christian Outreach • Dr. Rick Anderson, Loms College Professor of Sociology • Kathy Eldridge, Crescent Community Health Center Gardening Coordinator • Mary Bridget Corken, Loras College Campus Ministry Program Director • Mary Purdy, St. Luke's Methodist Church Wading Pool Gardens Coordinator • Kelli Buchenau, City of Dubuque Public Information Assistant • Crista Koch, Dubuque Community YMCA Aquatics Director • Kristina Tmnel, City of Dubuque Sustainable Dubuque VISTA member • Amanda Dellwo, Multicultural Family Center Teen Coordinator • Cheryl Peacock, Dubuque Nursing and Rehabilitation Center Activities Director This community input has informed our planning and affirmed that there is community support for a VC that supports the core functions. In addition, this input helped us define our service structure and our areas of focus. Four Key Functions We will implement the following strategies to carry out the four key functions of a Volunteer Center: Engaging Volunteers in Community Problems, Capacity Building, Promoting Volunteersm, and Connecting to Opportunities to Serve. Engaging Volunteers in Community Problems We seek to engage our volunteers in ongoing community problems by capitalizing on Days of Service so participants will continue service long -term. On Days of Service we plan to train volunteers on Disaster Relief Training so volunteers are ready when disasters strike our community. In addition, we will staff booths at a variety of events and festivals throughout the 18 month period, at such places as the Fanners' Market, during Days of Service activities, at the St. Mark Community Center Volunteer fair, etc., in order to engage people in conversations about community needs and volunteer options, and to sign people up as volunteers in Volunteer Solutions. We also plan to connect alumni from community leadership development trainings such as Leadership Dubuque, Distinctively Dubuque, and the Dubuque Citizen Academy to service opportunities. We also will use the Dubuque Citizen Academy as an opportunity to raise awareness amongst residents of high impact needs in our community related to disaster preparedness, economic self - sufficiency, and building relationships across socio- economic and cultural differences. Capacity Building The Volunteer Management Group will lead the effort of the Volunteer Center. The Volunteer Management Group will create and implement training modules on best practices to engage volunteers by training agencies, including effective strategies for recruiting, retaining, screening, development, data tracking and overall effective practices of volunteer management" TheVolunteer Management Group will also recognize agencies that implement best practices and attend trainings with Volunteer Solutions Medallions. This will ensure volunteers seeking volunteer opportunities at the agencies recognized in Volunteer Solutions are committed to creating quality volunteer experiences and have been trained through the Volunteer Management Group. We will reach out to non -profit agencies throughout the community and engage them in training, implementing best practices, and posting opportunities in Volunteer Solutions. Promote Volunteerism Promotion ofvolunteensm in our community will help with the retention ofvolunteers. The Volunteer Centerwill be marketed to the community as the 'volunteer hub' placing special emphasis on being able to choose volunteer opportunities based on skills and level of volunteer commitment. We plan to promote volunteering in our community, such as a community recognition event, nominations forthe State Volunteering award, and the use of medallions on the Volunteer Solutions site to recognize agencies. The Volunteer Centerwill explore recruiting skilled volunteers in the corporate or professional associations to support specific needs of non - profits. We will also ensure a focus on engaging volunteers from all socio- economic groups, including those in poverty, minorities, youth and baby boomers. To ensure our success, our outreach efforts will include both high -tech (web, social media, etc.) Page 4 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants and high -touch (community meetings, booths at events, etc.). Our partnership wth the Dubuque National Service Partnership (DNSP) vAll be central to ourvolunteensm promotions. Once we have engaged a sufficient number of agencies and have opportunities posted in Volunteer Solutions, we will expand our communication and outreach to potential volunteers throughout the community. We also vAll plan annual volunteer recognition events that celebrate the contributions of ourvolunteers. We will utilize social media as an outreach tool, and will partner wth a web - based community engagement portal that was recently launched in our community called Resources Unite. We will hold a variety of community education and engagement events in various locations so that we can attract residents of all backgrounds as volunteers. Connect to Opportunities to Serve The Volunteer Center volt implement Volunteer Solutions with agencies and potential volunteers in the community. In addition to insuring that the members ofthe Volunteer Management Group are trained and have access to Volunteer Solutions, we will work to train and engage the following additional agencies who have expressed interest in using the software: Green and Healthy Homes Initiative, Girls Scouts of Eastern Iowa, Read to Me Foundation, YMCP Girls on the Run Program, Washington Neighborhood Development Corporation, Four Mounds, Days of Caring, St. Luke's Methodist Church Wading Pool Gardens, Loras College Campus Ministry, and Veterans Freedom Center. The Volunteer Management Group will ensure youth led service opportunities though programs like St. Mark's partnership with Loras College and Iowa Campus Compact, as well as YAPPERS, and Future Talk. Program Development and Implementation Our approach will be an asset -based approach to catalyzing further volunteerism in our community, wth a focus on partnerships and on building the capacity of organizations to implement best practices in volunteer training, recruitment, retention, and engagement. We will ensure that the Volunteer Management Group and staff are engaged wth nonprofits, public entities, and local schools to gather input on community needs on an ongoing basis. Likely focus areas during the program time frame include: The community Third Grade Reading Initiative, which received an All America City Award; serving low income neighborhoods and engaging neighborhood residents of various socio- economic, racial, and ethnic backgrounds as volunteers through the Multicultural Family Center and the Circles Initiative; supporting economic opportunities for disadvantaged residents by assisting the Circles Initiative in recruitment and retention of volunteers and allies to befriend Circles Leaders who are working to move from poverty to self - sufficiency; and developing volunteers for disaster recovery and entering them into the Volunteer Solutions system. Anticipated tasks volt include creating a variety oftraining modules around best practices in volunteer engagement, as well as training modules to strengthen volunteer recruitment and training for disaster response and preparedness. There vAll be a particular focus on using a train- the - trainer approach in order to build capacity. We will purchase supplies for effective Volunteer Reception Center operations. We vAll enlist clients who are experiencing success in the Circles Initiative (a research based program that connects individuals working to get out of poverty to volunteers who support them) to serve as volunteers and to reach out to others who are striving to move toward financial self - sufficiency. We will also work to engage Circles leaders and others in leadership positions related to volunteering, wth an emphasis on placing them in leadership positions that can assist them in developing transferable and employment related skills. We will encourage the creations ofvolunteerjob descriptions based on community needs, with a focus on attracting and engaging volunteers around their particular skill sets. While we are carrying out the activities underthe grant, we will work to capture stories on video from volunteers, individuals served, and agencies so that we can use this information to highlight the benefits of being engaged in helping solve community problems. Afterwe spend some time increasing the numbers of agencies and volunteers using Volunteer Solutions, building agency capacity and adoption of best practices, and soliciting volunteers to serve in non - profits and Days of Service, we volt plan a volunteer recognition event. The event vAll highlight the successes ofthe launch of Volunteer Dubuque and the contributions that volunteers have made throughout the initial year of its existence. Outcomes and Outputs Volunteer Dubuque will contribute to the targets established by the Volunteer Generation Fund grant by 1. Delivering capacity building services to 25 agencies and training 100 staff and community volunteers Volunteer Solutions will be central to our efforts to build the capacity of agencies to recruit volunteers, track and manage volunteer information, and report results. In addition to training agencies and volunteers on the use of Volunteer Solutions, we will develop and deliver best practice training modules. 2. Insuring that capacity building training includes a focus on best practices, project specific skills, and any additional training identified by community/partner need identification. Ourtraining modules will focus on best practices related to volunteer training, recruitment, and retention, and we volt hold coordinated training events across agencies to maximize efficiency and effectiveness. We will include disaster training for volunteers as part ofvarious Days of Service activities. Our target is 25 agencies. 3. Monitoring of implementation and effectiveness of best practices We volt monitor the number of agencies who implement volunteer management best practices and capacity building services, as well as their perspective on the increase in efficiencies gained through surveys and use ofthe Medallion program in Volunteer Solutions. Ourtarget is 15 agencies will implement best practices and report increased efficiency. 4. Recruiting 1000 volunteers and managing 500 volunteers Page 5 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants We have established a target of 1000 volunteers recruited through a variety of efforts including booths at community events, registration of volunteers at volunteer fairs and for Days of Service activities, and outreach activities in neighborhoods and community gathering spaces. We have set a goal of managing 500 volunteers, 100 ofthem as new volunteers, 50 disadvantaged youth, 100 college students, 100 baby boomers, 50 serving disaster response, and 500 serving for Days of Service. Recruited volunteers will serve in multiple capacities, including the following Days of Service,: MILK Day of Service, 9 -11 Day of Service and Remembrance, Make a Difference Day, and Days of Caring. Days of Service will be promoted widely in the community by the Volunteer Dubuque partner agencies. Volunteers and projects will be managed through Volunteer Solutions. 5. Contributing 4,000 hours of service Our goal for the grant period is 4,000 total hours of service, with 200 performed by new community volunteers. We will engage volunteers through a variety of sources, including sources that both serve and engage disadvantaged youth and college students, such as the Multicultural Family Center, the Iowa Campus Compact, and the Circles Initiative. Continuation Changes Continuous Improvements Organizational Capacity Organizational Capacity The City of Dubuque will serve as the fiscal agent for the program and will handle grant administration, personnel, and fiscal responsibilities, working closely with the Dubuque National Service Partnership. The Dubuque National Service Partnership formed in order to share resources and collaborate on service projects in the community, and the establishment of the Volunteer Center will further this goal. The members of the Dubuque National Service Partnership are skilled at grant administration and oversight, as they are responsible for numerous programs funded through the Corporation for National and Community Service, including the Partners in Learning AmeriCorps Program, Iowa Campus Compact, Green Iowa AmeriCorps Program, Foster Grandparents AmeriCorps Program, RSVP. Many ofthese programs include components related to recruiting and supporting volunteers. In 2011, the City of Dubuque joined the national Cities of Service Mayors' Initiative and created a high impact service plan with the goal of utilizing volunteers to meet priority community needs. One ofthe components ofthe long term plan included establishing a web -based clearinghouse forvolunteers using the Volunteer Solutions software. The City of Dubuque is a municipal corporation governed by an elected mayor and a six - member council. City Department Managers who will be involved in management of the program include Kenneth TeKippe, Finance Director, and Kelly Larson, Human Rights Director. Kelly Larson oversees the activities of the Human Rights Department which has five full time employees and various volunteers and community partners. Kelly has been directly involved in managing annual cooperative agreements with the U.S. Department of Housing and Urban Development, ranging in amount from $20,000 to $70,000, and has served as a site supervisor for a variety of AmeriCorps VISTA members since 2004. Kenneth TeKippe, City Finance Director, oversees the accounting and fiscal management of the City. The City of Dubuque has a number offederal grant awards, and in Fiscal Year 2010 successfully managed twenty five million dollars offederal funds. Departments administering state and federal grants meet quarterly under Ken's guidance in orderto insure proper oversight and reporting. The key program positions responsible forthe proposed program will include the following City staff persons: Community Engagement Coordinator Nikola Paveli6 (30%), AmeriCorps VISTA member Trisha Federspiel (100%), and volunteer coordination intern Carolina Rusinque (100 %). Trisha's term will end on June 14, 2013, at which point the City intends to seek a third VISTA member to continue herwork building the initial capacity ofthe Center. Carolina will serve as an intern from September through November 2012, working approximately 10 hours perweek on the program. We intend to pursue an additional intern in the spring. Budget Budget Category VGF Funds Match Federal Personnel $2,00000 $25,244.00 Personnel Fringe Benefit $0 00 $8,528.00 Travel $1950.00 $0.00 TOTAL Match BUDGET $27244.00 92.66 $8 528.00 100.0 $1950 00 0 Page 6 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants Equipment $000 $0.00 $0.00 0 Supplies $14,15000 $0.00 $14,150.00 0 Contractual& Consultant Services $0.00 $0.00 $0.00 0 Training $5,60000 $0.00 $5,600.00 0 Other Program Operating Costs $22 259 00 $5192.00 $27,451.00 1801 Totals $45,959.00 $38,964.00 $84,923.00 Administration Budget Category CNCS Share Match Grant TOTAL Overall Admin Federal Funds BUDGET Admit $0.00 $994.00 $0.00 $994.00 0 Totals $0.00 $994.00 Match Calculations Oveall Match Budget Narrative Personnel 46.51 Costs are consistent with agency written policies, compensation is reasonable and consistentwith thatpab for similarwork in other comparable agencies List by Positron Title. Base salary rete and other paid compensation need to be listed separately Include any formulas used Also include pementof time involved in this project To save or edit this form, click Save or Edit button in the upper right hand comer of the screen. The City of Dubuque Community Engagement Coordinatorwill serve as project manager. His annual compensation is $56,098 per year, and we have budgeted 30% of his salary for 18 months as a City of Dubuque match. We also have included a budget for two intern stipends at $1,000 for 150 hours of service for each intern. Personnel Benefits Include costs consistentwith agency written policies. List by Position Title. Specey FICAlmedicare, retirement insurance, and other benefits included in your agency personnel plan. Include employer pad benefits only The Community Engagement Coordinator's benefits include FICA at 15.72% of $25,244, for a total of $3,698 in City matching funds. His life and health coverage at 30% for 18 months totals $4,560 in City matching funds. Travel Transportation and subsistence ofpm ectpersonnel far project related travel and travel for training events Out of state bevel requires prior approvelhouriCVS. Use your agency travel policies .Include contractormansultent treveiin Contract ServicesrConsu /tent Erpoenses We have budgeted for six quarterly meetings with VC and /or ICVS in Des Moines /Ames, at a cost of $325 per meeting. This cost includes $225 round trip mileage from Dubuque, one night in a hotel at $69 and $31 per diem. Equipment Type ofequipri quantity and unitprice. Purpose ofpumhase and pementof time involved in project and staff who will use the equipment (Definition of Equipment =item with e value of $5,000 and e life expectancy of i year or more -if an item does not meet this definition include it in the Supplies line item.) Use procedures consistent with agency's written procurement policies We did not include any equipment expenses. Supplies Supplies, printing, etc Relate costs to project activities item ze all expenses. Miscellaneous expenses will not be funded Expenses for supplies include $2,075 for materials forthe Disaster Volunteer Reception Center, including idtems such as three -part forms, file boxes, plastic storage bins, file sorters, flags, dry erase boards, walkie talkies, pens, papers, etc. Additional supplies for the VRC include $250 for a digital camera to document volunteer experiences and disaster damage. Supplies to be shared by the Volunteer Dubuque partnership include Volunteer Dubuque t -shirts for volunteers ($10 x 250 shirts = $2,500). $1,075 for training supplies such as pens, plastic storage bins, markers, sticky notes, note cards, construction paper, etc. $1,000 for supplies for Days of Service activities. $2,000 for binders and copies and materials for the best practices capacity building training modules. $2,100 for a machine and software to make photo ID badges for volunteers. This would allow us to provide photo identification for volunteers in agencies, Page 7 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants providing non - profits who use volunteers and people being assisted by volunteers a greater security in knowing that the person who actually shows up to volunteer is the person who was checked and approved as a volunteer. Our only identification process currently available through county disaster services uses non -photo identification and is available only for emergency response and not for non - profits generally. $2,500 for printing costs (fliers, posters, door hangers, etc.). $650 for a video camera to capture stories from volunteers, agencies, and individuals served to promote volunteering and tell the story of community impact. Contract/Consulting Services lndivbual consultants orsarvice organizations. Specify purpose of can tract and itemize all consultant lees, consultentexnenses, and contracts Leger applicant shall follow the same policies and procedures used for competitive bid and procuremen t from its non - federal funds Maximum allowable $4001day (exclusive of Bevel). Contract services require ICVS approval We did not budget for consulting services. Training Registration fees and tuition only Course title, purpose, location, staff adorns to attend the training, sponsor of the training. Each antof state training event requires prior apple val from ICVS. Travel related to training should be justified in the travel section. We budgeted $500 for ICVS related training activities, $2,600 for two people to attend the National Conference on Volunteering and Service, and $2,500 for costs to administer training modules to agencies and volunteers, including such items as location rental, snack for trainees, and marketing /recruitment materials. Other Operating Costs AOOwable costs in this cafes cry may include value Leer background checks, office space renter, communication costs (such as telephone and enternett, utilities, etc We have included $3,259 to purchase a laptop, projector, and speakers forthe Volunteer Dubuque partners to use for training agencies and volunteers. In addition to being used by the Community Engagement Coordinator and VISTA member in training agencies and volunteers, the equipment will be available for all partner agencies to use for training volunteers and staff. The equipment will not be used for purposes otherthan training of agencies and volunteers (for example, staff members such as the Community Engagement Coordinator and AmeriCorps VISTA member already have personal computers provided by the City of Dubuque fortheir general work). We have included $2,500 forthe Volunteer Solutions license for 2013, and have matched that with $2,500 paid bythe City of Dubuque in 2012. We have included a city match of $192 for a portion ofthe Community Engagement Coordinator's phone. We have included $500 fortwo years' membership in the HandsOn Network. Weve budgeted $5,000 forvolunteer recognition events including location costs, outreach, materials, etc. We've budgeted $5,000 for outreach materials and events to recruit agencies and volunteers (recruiting to attend, materials for activities, space rentals, etc.). We've included $5,000 for a general marketing campaign to attract people to volunteer (bus signs, posters, print, radio, television, billboards). We have include $2,500 of in -kind matching funds for radio and cable television advertisements. We also included $1,000 for two laptops for the Disaster Volunteer Response Center. These laptops be loaded with training materials related to the VRC and will be used only for VRC operations and disaster related training. Budget Changes 2012 -2013 Performance Measures Row 2012- 2013 Targets TRAINING Number of organizations that received capacity building services (NPM) 25 Number of staff and community volunteers that received training (NPM) 100 Of these individuals, how many were trained in the following areas: (Select the training category that is most appropriate, you should not select two categories forthe same training session.) Seven effective practices of volunteer management (ICVS) 0 Specific project-related skills 25 Other categories oftraining 25 Number of organizations implementing three ormore effective volunteer management practices asa result ofcapaaty -building 15 services provided (NPM) Number of organizations reporting that capacity-building services helped make the organization more efficient .(NPM) 15 Number of organizations reporting that capacity building services helped make the organization more effective. 15 RECRUITED VOLUNTEERS Number of community volunteers recruited(' REQUIRED ACCURATE COUNT) 500 Page 8 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants Of the volunteers recruited, how many were: Forth a demographic info, duplication is okay. A baby boomer doing a disaster project on a Day of Service, counts in 3 categories Disadvantaged children and youth ** 25 College students— 50 Baby boomers— 50 Serving on disaster response and preparedness — 100 Serving on Days) of Service (ICVS) 500 VOLUNTEERS MANAGED 50 Number of community volunteers managed 500 Of the volunteers managed, how many were 50 Again, a volunteer could be included in both new and within the demographic category. — New volunteers 100 Disadvantaged children and youth ** 25 College students— 50 Baby boomers— 50 Serving on disaster response and preparedness — 100 Serving on Days) of Service (ICVS) 500 How many of the following types of recipients received service through the managed volunteers' projects Disadvantaged children and youth " 500 Children of incarcerated ensoners" 5 Individuals mentored 100 Clients receiving independent living skills 5 Hours served by managed volunteers 4,000 Of these hours, how many were served: There can be duplication in these numbers,. By new community volunteers 200 By disadvantaged children and youth* 50 By college students — 100 By baby boomers — 100 On disaster response and preparedness— 200 On Days of Service (ICVS) 1000 Of the individuals servetl by the managed volunteers o r th ei r pool ects, how many were: Disadvantaged children and youth " 500 Children of incarcerated ensoners" 5 Individuals mentored" 100 Clients receiving independent living skills — 5 Attachments Form #1 (2012 -2013) Attachment Description File Name Type File Size Agency Audit or Financial Review City Financial Report City Financial Reporl pdf 30KB Organizational chart City Organizational Chart City Org Charl pdf 19KB Project site listing List ofproposed project List of proposed project locations .pdf pdf KB Partners/Planning Team List of project earners Project Partners.pcif pdf 135 KB Letter of Support #1 Letter of Support Volunteer Generation Fund App - Mayor pdf 141 Support Letteo.pdf KB Letter of Support #2 Partners in Learning Letter of Partners in Learning Letter of Support .pdf pdf 85 KB Support Volunteer Centers of Iowa Membership VCI Membership VCI Membership.pdf pdf 30 KB Confirmation orplans tojoin Attachments Form #2 (2012 -2013) File Name Description 2012 letter of support for grant- Dubuque Volunteer Center .pdf(17KB) Iowa Campus Compact Loras College Letter of Suppor Community Engagement Coordinator JOb Description.pdf (50 KB) governing body.pdf (197 KB) Vistajob descriptions 3- 12.pdf (38 KB) Volunteer Generation Fund App - Community Foundation Letteo.pdf (832 KB) Volunteer Generation Fund App - Dubuque Mentoring Letteo.pdf (93 KB) Certified Assurances Community Engagement Coordinator Job Description Governing Body VISTAjob description Letter of Support #4 Community Foundation Letter of Suppor #3 Dubuque Mentoring By signing below, the authorized representative offers the following assurances and certifications: File Size 1] KB 50 KB 19] KB 38 KB 832 KB 93 KB Page 9 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants AUTHORIZED REPRESENTATIVE Has the legal authony to apply for federal assistance, and the institutional, managenal, and financial capability (including funds sufficient to pay the non - federal share ofptoject costs) to ensure proper planning, management and complefion of the project described in this application. ACCESS TO RECORDS The applicant assures that they will give the averring agency, the Comptroller General of the United States, and d appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, ordocuments related to the award: and will establish e proper accounting system in accordance with generally accepted accounting standards or agency directives. CONFLICT OF INTEREST The applicant certifies that they will establish safeguards to prohibit employees from using their position Pore purpose that constitutes or presents the appearance of personal or aanza bona/ conflict often tens( or personal g ain.. REPORTING The applicant assures that it shell maintain such data and information and submit such reports in such form, at such times, and containing such data and information as the Iowa Commission on Volunteer Service may reasonably require to administer the program. COMPLETION OF WORK The applicant assures that it shell will initiate and complete the work within the applicable time frame after raced, t of approval of the awarding agency PERSONNEL Will comply with the Intergovernmental Personnel Act of 1970 (42 U. S. C. 4728-4763) relating to prescribed standards for meet systems for programs funded under one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards fore Merit System of Personnel Administration (5 CFR 900, Subpart IF NONDISCRIMINATION Will comply with all federal statutes releting to nontliscnmination. These include but are not limited to Title Vi of the Civil Rghts AAtof 1964 (P. L 88-352) which prohibits drammination on the basis of race, color, or national crog in, (b) Title IX of the Education Amendments of 1972, as amended (20 U. S . 1681 -1683, and 1685-1686). which prohibits decrinina tlon on the basis of sex, (c) Section 504 of the Rehabilite tlon AAtof 1973, as amended (29 U. S. C. 794), which prohibits decrimination on the basis of disability (d) The Age Drammination Act of 1975, as amended (42 U. S C 61016107), which prohibits drammination on the basis of age, (e) The Drug Abuse 0f ice and Treatment A At of 1972 (P1 92 -255), as amended, releting to nondrammination on the basis of drug abuse; (f) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilite son AAtof 1970 (P .L 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism, (g) sections 523 and 527 of the Public Health Seance Act of 1912 (42 U. S C 290dd -3 and 290ea3), as amended, relating to coneden tielity of alcohol and drug abuse patient records, (h) Title Viii of the Civil Rights Act of 1968 (42 U. S. C. 3601 et sad.), as amended, relating to nondiscrimination in the seta, renter or financing of housing, (i) any other nondiscrimination provisions in the National and Community Service Act of 1990, as amended, and 0) the requirements of any other nond scrimination stotote(s) which may apply to the application. UNIFORM RELOCATION ASSISTANCE The applicant assures that they will comply, or have already compireg with the requirements of Titles lI and 111 of the Uniform Relocation Assistance and Reel Property Acquisition Policies Act of 1970 (PL 91 546) which provide for fail and equitable tree tment of persons displaced orwhose property is acquired as e resultof federal crudeally assisted programs. Theca requrements apply to eii interests in reel property acquired for pmpctpurposes regardless of federal participation in purchases HATCH ACT Will comply with the provisions of the Hatch Act (5 U. S. C. 1501 -1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in Pert with Federal funds DAVIS BACON ACT The applicant certifies that they will comply, as applicable, with the provisions of the Dave-Bacon Act (40 U. S. C 276a and 276a -77), the Copeland Act (40 U. S. C 276c and 18 U. S. C. 874), and the Con tract Work Hours and Safety Standards Act (40 U. S. C. 327-333), regarding Tabor standards for Federally assisted construction sub-agreements FLOOD DISASTER PROTECTION ACT Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P1 93- 234) which requires the recipients in e specie/ flood hazarl area to participate in the program and to purchase flood insurance if the tote/ cost of insurable construction and acquisition is $10,000 or more ENVIRONMENTAL STANDARDS The applicant assures that they will comply with environmental standards which maybe prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Actof 1969 (P .L 91 -190) and Executive Order(EO) 11514, (b) notification of violating facilitu spursuant to EO 11738, (c) protection ofwetrandspursuant to EO 11990, (d) evaluation offlood hazards in floodplains in accordance with EO 11988, (e) assurance ofproject consistency with the approved state management program developed under the Coaste/Zone ManagementActof 1972 (16 U.S C 1451 etseq.), (f) conformity of federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean A,Actof 1955, as amended (42 U. S . 7401 etseq.), (g) protection ofunderground sources cednning waterunder the Safe Drinking WaterActof 1974, as amended (PL 93523); and (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P. L 93 -205). WILD & SCENIC RIVERS ACT Applicant certifies that they wiii comply with the Wild and Scenic Rivers Actof 1968 (16 U. S. C 1271 etseq.) related to protecting components orpotential components of the national wild and scenic rivers system. NATIONAL HISTORIC PRESERVATION ACT The applicant assures that they will assist the averring agency in assunng compliance with Section 106 of the National Historic Preservation Actof 1966, as amended (16 U. S. C. 470), EO 11593 (identification and protection of historie properties), and the Archaeological and Histonc Preservation Actof 1974(16U. S C 469e- /etseq.). HUMAN SUBJECTS The applicant certifies that they will comply with P. L 93 -348 regarding the protection of human subjects involved in research, development and related activities supported by this award of assistance. LABORATORY ANIMAL WELFARE ACT The applicant certifies that they will comply with the Laboratory Animal Welfare Act of 1966 (PL 89544, as amended, 7 U. S. C. 2131 et And) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. LEAD -BASED PAINT POISONING Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. §§ 4801 et zed ) which prohibits the use of lead based paint in construction or rehabilitation of residence structures. Page 10 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 IowaGrants AUDIT PEQUIPEMENTS The applicant will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act of 1984, as amended,, and OMB CumakrA -03$ Audits of States, Local Governments and Non Profit Organizations; which states: e. Non — Federal entities that expend $500,000 or more in Federal funds (from all sources including indirect ruppoen(s) in the organization fiscal year (12 month turnaround reporting period) shell have e single organhason -vade audit conducted in accordance with the provisions ai Circular A-133 If Non Federal entities that expend less than $ 500,000 e year in Facerelawards are exempt from Federal audit requirements far that year Records must be available for review or audit by appropriate officials including the Corporation for National and Community Service, Iowa Commission on Volunteer Service, and General Accounting Office. COMPLIANCE The applicant cartoons that they will comply with all applicable requirements of all other Federal sews, executive orders regulations, application guidelines, andpoliclesgoverning thisprogram. CERTIFICATION I certify that the program in this application meets all the requirements of the serve America Act, that all the information presented is correct, and the application wiiicomply with the provisions of the Act and all other federal sews, regulations, and guidelines By appropriate language incorporated in each subcontract or other document under which funds are to be disbursed, the undersigned shell assure the applicable conditions above apply to all recipients of assistance. Certified Assurance -VGF Project Director Name and Date of Assurance' Yes Kelly Larson 08/14/2012 Protect Director Name Assurance Data Debarment, Suspension, Ineligibility, and Voluntary Exclusion Legal Applicant Name and Certification Date' Kelly Larson 08/14/2012 Name of Authorized Representative Data INSTRUCTIONS FOR CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITYAND VOLUNTARY EXCLUSION LOWER TIER COVERED TRANSACTIONS 1. By signing and submitting thispropose( the prospective lower tier participant is providing the cartfiication setoutbe ow. 2. The versification in this clause is a material representation of fact upon when reliance was placed when this transaction was entered into If it is later determined that the prospective lower tierparticean t knowing V rendered an erroneous certification, in addition to other remedies available to the federal g overnmen( the department or ag ency with when this transaction originated may pursue available remedies, including suspension andlor debarment 3. The prospective lower tier participant shall pro vide immediate written notice to the person to when this propose/ is submitted if atany time the prospective lower terpartexpan t learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances 4. The terms 'covered transaction," "debarred," "suspentletl," "ineligible," "lower tier covered transaction," "participant "'person," "primary covered transaction," "principal," "propose/, "and "voluntarily excluded," as used in this clause, have the meaning Act out in the Definitions and Coverage sections of roles implementing Executive Order 12549. 5. The prospective lower tier participant agrees by submitting this proposal that shouts the proposed covered transaction be entered into, it shell not knowingly enter into any lower tier covered transaction with e person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with when this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause title "Certifica Lion Regarding Debarment Suspension, Ineligibility and Voluntary Exclusion —Lower Tier Covered Transactions," without modification, in alllower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a cartificasion of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the cartificasion is erroneous. A participant may decide the method and frequency by when it determines the eligibility of its principals Each participant may check the Nonprocurement List 8. Nothing contained in the foregoing shell be construed to require establishment of e system of records in order to render in good faith the certification required by this clause. The knowledge and information of e participant is no t required to exceed Gotwhich is normally possessed by a proper, t person in the ordinary course of business dealings 9 Exceptfor transactions authorized under paragraph 5 of these instructions, e e participant in e covered transaction knowingly enters into e lower ter sovered transaction with a person who is suspended, debarred, druids Are, or voluntenly excluded from participation in this transaction, in addition to other remedies available to the federal government the department or agency with when this transaction originated may pursue available remedies, including suspension and/or debarment 1�thU1L411EYgAi CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCL USION LOWER TIER COVERED TRANSACTIONS (Sub - Recipient) This certification is required by the regulations implementing Executive Order 12549, Debarmentand Suspension, 28 OFF Pei Section 67 510, partri ants'responspel has The regulations were published as Pert Viii of the May 26, 1988 Federal Register (pages 19160-19211) (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ABOVE) (1) The prospective lower Nerportri ant cartoons, by submission of this propose( that neither it nor its principals are presently debarred, suspended, proposed fordebarment declared inelgibie, or voluntarily excluded from participation in this transaction by any federal department cragency (2) where the prospective lower tierparticean t is unable to certify to any of the statements in the carfbicaran, each prospective participant shall adach an explanation to this proposal Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Yes Exclusion Lower Tier Covered Transactions Drug Free Workplace IOWA COMMISSION ON VOLUNTEER SERVICE Page 11 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?d0cumentPk=1344946929O72 &his... 8/28/2012 IowaGrants CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Grantees Other Than individuals This certification is required by the regulations impbmenting the Drug -Free Workplace Act of 1988, 28 OFF Pert 67 Subpart F The regulations, published in the May 25, 1990 Federal Pegbter, require certification by grantees, prior to award, that they will maintain e dmg- free workplace. The certification set out below is e material representation of fact upon which reliance will be placed when the agency determines to award the grant False certification or violation of the certification shell be grounds for suspension repayments, suspension or termination of grants, or government wide suspension or debarment (see 28 OFF Pert 67 Sections 67 615 and 67.620). The grantee certifies that it walprowde a drug-flee workplace by (a) Publishing e statement notifying employees that the unlawful manufacture, distribution, dispensing, possassbn or use of controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition, (b) Establishing e drug free awareness program to inform employees about — (1) The dongers of drug abuse in the workplace, (2) The grantee's policy of maintaining e drug free workplace, (3) Any available drug counseling, rehabilitation, and employee assistance programs, and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace, (c) Making it regmiamen t that each employee to be engaged in the performance of the grantee given e copy of the statement required by paragraph (a), (d) Notifying the employee in the statement required by paragraph (a) that as e condition of employment under the grant the employee will — (1) Abide by the terms of the statement and (2) Notify the employer of any criminal drug statute conviction fore violation occurring in the workplace no Teter than five days after such conviction (e) Notifying the agency within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction, (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted — (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Pehabilrte son AAtof 1973, as amended, or (2) Peparing such employee to participate satisfactorily in e drug abuse assistance or rehabilitation program approved far such purposes bye Fetlerei, State, or local health, law enforcement or other appmprb to ag ency, (g) Making e goad faith effort to continue to maintop, e drug free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (e). Place(s) of Performance: The grantees shall insert in the space provided below the sites) far the performance of work done in connection with the specific gran t(streetaddress, city, county, stete, zip cade): Certification Regarding Drug -Free Workplace Requirements Yes NamelTitle of Authorized Representative Kelly Larson Name Certification Date 08/14/2012 Certification Regarding Lobbying CERTIFICATION REGARDING LOBBYING Each person sheii aria the most current edition of this certification and disclosure form, d applicable, with each submission thatinitrates agency consideration cesuch person form award of e Fetlereiconnacf grant, orcooperethe agreement of$100,000 armors; or Federelloan of $150.000 or more This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into Submission of this certification is e prerequisite for making or entering into this transaction imposed by section 1352, title 31, U. S. Code. Any person who fails to file the required certification shall be subject to e civil penalty of not lass than $10,000 and notmore than $100,000 for each such failure. The undersigned cartfires, to the best ofhis or her knowbdge and belief, that (1) No Federal appmprbbtl funds have been pad or will be pad to any person for influencing or attempting to influence an officer or employee of any Federal agency, e Member of Congress, an officer or employee of Congress, or an employee of Member of Cong Tess in connection with the awarding of any Federal connect the making of any Federal grant the making of any Federal ben, the entering into of any coopere five agreement and the extension, continuation, renewer, amentlmenC or modification of any Federal connect grant loan or cooperative agreement (2) if any non - Federal funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, e Member of Congress, an officer or employee of Congress, or an employee of Member of Congress in connection with this Federal connect granC loan, or cooperative agreement the undersigned shall initial here and comobts and submit Standard Form # LLL, "Ora losure of Lobbying Activitb5; in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents fore// subawartls at all tiers and theta// subrecipbnts shall cartey and disclose accordingly Certification Regarding Lobbying Yes Name and Title of Authorized Representative Kelly Larson Name Certification Date 08/14/2012 Check here if you are required to submit Standard Form HELL. See #2 in the certification above. Submittal Page 12 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?d0cumentPk=1344946929O72 &his... 8/28/2012 IowaGrants lowa.gov— The Official Website of the State of Iowa. Dulles Technology Partners Inc. Page 13 of 13 https:// www. iowagrants. gov/ getApplicationPreview .do ?documentPk=1344946929072 &his... 8/28/2012 NEGOTIATION 1. Provide more detail about the actual intent of administering the program. Please describe, in more detail, the personnel that will provide oversight and management of the grant activities and responsibilities. The narrative states a full -time City of Dubuque Staff member and the budget narrative describes a VISTA member, an intern and 30% of the Community Engagement Coordinator. Please provide more detail. The personnel involved in grant oversight and management will include an AmeriCorps VISTA member, a college intern, and the City of Dubuque Community Engagement Coordinator. During the 18 months of the grant, we intend to use 100% of a full -time VISTA member's activities toward capacity building that will feed into the implementation of the current VGF grant. We are hoping to obtain a VISTA for a third year to help complete the initial development and infrastructure work. We will also have an intern who will begin the first week of September and will provide 150 hours of assistance in establishing the Center, and we hope to engage a second intern in the spring. The VISTA member and intern will be involved in day to day activities such as creating the initial marketing materials, hosting community outreach events, researching other funding options, and training agencies in the initial use of Volunteer Solutions. Finally, the Community Engagement Coordinator will spend 30% of his time on administration, management, coordination and oversight of the grant project. He will work with the partners on leveraging additional funds for future sustainability, implementing use of social media to raise awareness of community needs and volunteer opportunities, gathering and modifying or creating training modules, providing capacity building trainings for agencies based on best practices and recognizing agencies who implement these practices, engaging community members to become involved in volunteering through the Dubuque Citizen Academy and other initiatives, and hosting an annual volunteer recognition event in the community to celebrate the impact volunteers have on meeting community needs. 2. Can you provide more specific examples of the train - the - trainer, and training modules, that the grant proposes to develop? Is the proposed Volunteer Center using existing curriculum or proposing to create new curriculum based on the Dubuque community? We will begin with existing training modules and modify them as needed to account for adult learning principles and coordination of efforts. So, for example, we may begin with a module that exists in the Foster Grandparent program related to child development, mentoring, listening skills, etc. and modify it so that it becomes a module that is useful for any agency in town that is looking for volunteer mentors and then offer that module to agencies through the Dubuque Mentoring Partnership. Similarly, one of our partner agencies has developed training modules on how to optimize volunteer impact, both through one -time service and through capacity building with long term volunteers, as well as modules related to service and community based learning. We intend to include these modules as part of the training package available to agencies throughout the community, again modifying them based on the particular needs in Dubuque. We will also identify through best practices research and needs analysis any modules that may be missing and create new modules to fill those gaps. Possible topics may include modules related to intercultural competence, volunteer ethics, volunteer safety, etc. Efforts related to training volunteers to staff a Volunteer Reception Center during a disaster will begin with an existing manual that has been developed based on best practices and has been used in other communities. In addition, however, we are proposing creation of a train - the - trainer workshop on how to best prepare yourself and your family before a disaster strikes. Once trained, these individuals would visit other families and groups and train them on how to prepare for a disaster. 3. Is the proposal only for the city of Dubuque or for surrounding communities? Dubuque County? The reason for this question relates to the needs of smaller, more rural non profits for training in volunteer management, and access to a software system such as Volunteer Solutions. Also, is Volunteer Dubuque! resources for disaster volunteer management going to be made available if smaller communities near Dubuque are impacted such as Peosta and Farley, for example? Dubuque's Volunteer Center will serve the Greater Dubuque Region, connecting Dubuque volunteers and non - profit organizations based in Dubuque. Agencies from throughout Dubuque County will be included in the VC's coverage and offered training and usage of Volunteer Solutions so long as they utilize volunteers from within the City of Dubuque. Similarly, potential volunteers from outside the City of Dubuque will be included in the VC's coverage if they are seeking to volunteer for an organization that operates within the City of Dubuque. The Disaster Volunteer Reception Center will operate throughout Dubuque County in collaboration with county -wide emergency services, and both the VRC and Volunteer Solutions will be available for emergencies occurring throughout the county. In addition, some of the partner organizations operate in counties beyond Dubuque and their operations will be supported by the Center. For example, the Foster Grandparent program covers Dubuque, Delaware and Jackson counties in Iowa. 4. What are the unmet needs of the community that have been identified that proposed Volunteer Center, utilizing volunteers, proposing to meet? Have community needs been identified? The following unmet needs exist in our community that volunteers engaged through the Volunteer Center will help us to address: In 2010, the Northwestern Illinois University Center for Governmental Studies issued a study on crime and poverty in Dubuque. The study indicated we have unmet needs in the area of social cohesion across demographic groups within neighborhoods and throughout the community. We have selected engaging people as volunteers as a way to build relationships and a sense of belonging in the community across demographic groups as volunteers work together toward a serving larger community needs; • In 2010, the Circles Initiative was established as part of a comprehensive plan to end poverty in our community and support families in reaching self - sufficiency. Volunteers are an integral part of the Circles Initiative and are needed to serve as allies who provide friendship and support to families working toward self - sufficiency, to provide child care and meals during educational sessions and meetings, to assist with career readiness fairs, to provide leadership training, and to serve in developing strategy and capacity through the Guiding Coalition. • In 2011, we experienced a flood in our community that brought to the forefront the need to engage volunteers in disaster preparation, mitigation and recovery. • In 2011, the Dubuque Mentoring Partnership identified the need to better connect and coordinate mentoring efforts in the community so that volunteers serving as mentors are equipped to meet the needs of youth in our community. • The Green and Healthy Homes Initiative began in response to a community need for integrated health, safety, lead hazard reduction, energy efficiency and weatherization interventions for low -to- moderate income homes. As needs within homes are identified, volunteers are needed to assist with simple home repairs, transporting materials, and temporary relocation of residents during repairs. • In 2012, we began a Third Grade Reading Initiative in response to needs related to attendance and summer reading loss that are affecting children in our schools, and volunteers will be engaged to help address these needs. • Agencies that have been designed to meet pressing community needs, such as the Circles Initiative (moving families from poverty to self- sufficiency), the Multicultural Family Center (bridging cultural divides in the community), Green Iowa AmeriCorps (energy education, home weatherization), Green and Healthy Homes Initiative (holistic household- centric approach to improving health, safety, livability and affordability of housing), etc., have meaningful volunteer opportunities available, yet lack the time and resources to recruit and engage volunteers. 5. Please describe how the proposed Volunteer Center will be sustainable beyond VISTA (which appears to have a substantial program management role). What is the commitment of the city or the partners in obtaining funding /support for the proposed Volunteer Center? The VISTA member will provide assistance with initial capacity building during the 18 months of the grant, but future sustainability will be supported through the City and its partners. The City has committed to initially housing and supporting the Volunteer Center in the City of Dubuque Human Rights Department with 30% of the Community Engagement Coordinator's time devoted to both establishing and supporting the Volunteer Center on an ongoing basis. The project fits nicely with his overarching job responsibilities, which include connecting government with residents, engaging residents in helping solve community problems, and connecting diverse groups of residents to each other and to the community in order to build community cohesion. The role of the partners identified in the grant application will include identifying ongoing support beyond that provided by the City in order to ensure sustainability, investigating revenue generating models, and pursuing resources and funding from additional partners during the 18 month grant period to assist with sustainability beyond what the City is able to provide. We expect that as we build our initial capacity during the 18 month grant period, we will become more familiar with the time commitment required for day to day operations of the Center, which will in turn help us determine the level of support needed beyond the Community Engagement Coordinator's position. 6. The budget seems to include the cost of an AmeriCorps VISTA member(s). The cost, or match of the VISTA is not an allowable match for the Volunteer Generation Fund grant per federal guidelines. Please clarify personnel costs and adjust budget accordingly. We have removed the VISTA costs and matches from the budget and in the budget narrative. 7. The costs of the laptops and other office equipment must be reasonable and allocable to the grant activities. For instance, the laptops for the disaster volunteer response center seems high. In the event of a disaster these laptops will be used, but in times of non - disaster they will not and cannot be used for anything other than the intended purpose. The other operating costs related to the laptop and office equipment can be used by the staff associated with the grant activities but should be a percentage of their time. We have reduced the costs of Volunteer Response Center laptops and have clarified the usage of these items in the budget narrative. 8. Please provide additional information on the ID badge indicated in the supplies category of the budget narrative. Is this process something that is already in place with the county emergency management office or city of Dubuque that they will provide ID badges for volunteers? How progressed is this initiative? Please explain. We have clarified the intent with the ID badges in the supplies category of the budget narrative.