Volunteer Generation Fund Grant Agreement
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Volunteer Generation Fund Grant Agreement
DATE: September 13, 2012
Human Rights Director Kelly Larson is recommending approval of the Volunteer
Generation Fund Grant Agreement.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/ AAh kt1&1
Michael C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Kelly Larson, Human Rights Director
INTRODUCTION
The purpose of this memorandum is to forward the Volunteer Generation Fund Grant Agreement for your signature.
DISCUSSION
By memo dated August 20, 2012, 1 forwarded an application for grant funds through the Iowa Commission on Volunteer
Scope (ICVS), along with notification that the OVA had selected us as recipient of the funds pending negotiation. The City
Council approved the grant at its meeting on September A, 2012 On September 11 2012 we received the grant agreement,
copy of which is attached The agreement Is based upon the application previously submitted and approvetl, In the finalized
amount of$46953.
RECOMMENDATION
For the reasons stated In my previous memo, l recommend that we accept the grant and sign the attached agreement
ACTION TO BE TAKEN
Please sign two copies ofthe original agreement, which l will bring to your office l will then return the copies tothe OVA
who will In turn sign the solacement and return afully executed copy tothe City.
Prepared by
Kelly Larson
Dubuque
THE CIiY OF
DUB E
Masterpiece on the Mississippi
I I I
I I r
2007
TO: Michael C. Van Milligan, Cry Manager
FROM: Kelly Larson, Human Rights 0irector
DATE: September 13, 2012
SUBJECT: Volunteer Generation Fund Grant Agreement
INTRODUCTION
The purpose of this memorandum is to forward the Volunteer Generation Fund Grant Agreement for your signature.
DISCUSSION
By memo dated August 20, 2012, 1 forwarded an application for grant funds through the Iowa Commission on Volunteer
Scope (ICVS), along with notification that the OVA had selected us as recipient of the funds pending negotiation. The City
Council approved the grant at its meeting on September A, 2012 On September 11 2012 we received the grant agreement,
copy of which is attached The agreement Is based upon the application previously submitted and approvetl, In the finalized
amount of$46953.
RECOMMENDATION
For the reasons stated In my previous memo, l recommend that we accept the grant and sign the attached agreement
ACTION TO BE TAKEN
Please sign two copies ofthe original agreement, which l will bring to your office l will then return the copies tothe OVA
who will In turn sign the solacement and return afully executed copy tothe City.
Prepared by
Kelly Larson
IOWA'S PIZOMTSL A S L ENTORING
'IYar.Alr�,�.�cr EbnYOtnt�' PARTNERSHIP
Memorandum
To: Volunteer Generation Fund Grantees
From: Julie Struck
Re: Grant Agreement
Date: September 6, 2012
Enclosed please find a copy of the grant agreement for the operation of the Volunteer Generation
Fund awarded by the Iowa Commission on Volunteer Service to your agency. The effective date
of the agreement is September 1, 2012, based on the approved budget and narrative as submitted
in iowagrants.gov and costs may be incurred with this effective date. However, if you have
questions or concerns related to the details of the grant agreement, please ensure that you follow
up with me as soon as possible to clarify.
You'll note that page eleven (11) of the agreement is the signature page. There are two copies of
this page. Please ensure that your organization's authorized representative signs both of these
copies and returns the signed copies and all pages of the agreement to my attention (you do not
need to return the Exhibits, but you are welcome to do so). I will then have both pages signed in
our office, allowing me to return a fully executed original of the agreement to your office and to
retain one in our office as well.
I do need to have hard copies, so electronic versions will not work, for this purpose. Again, if
you have questions, please let me know. I look forward to working with you.
Thank you,
Julie Struck
Encl.
Terry E. Branstad, Governor
Kim Reynolds, Lieutenant Governor
200 East Grand Avenue, Des Moines, Iowa 50309 Tel: 515.725.3095 o 800.308.5987 icvs@iowa.gov www.volunteeriowa.org
IOWA COMMISSION ON VOLUNTEER SERVICE
VOLUNTEER GENERATION FUND GRANT AGREEMENT
GRANT NUMBER:
12- VGF -N6
AWARD DATE:
9/1/2012
AWARD AMOUNT:
$46,953
GRANTEE FED. ID. #:
42- 6004596
THIS Volunteer Generation Fund AGREEMENT is made by and between the IOWA
COMMISSION ON VOLUNTEER SERVICE, 200 East Grand Avenue, Des Moines, Iowa 50309
( "Commission" or "ICVS "), an agency of the State of Iowa, and City of Dubuque ( "Grantee "), 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 Edward M. Kennedy Serve America Act, as amended (42 U.S.C.
5.12501 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 Volunteer
Generation Fund application approved by the Commission.
1.5 PROJECT COMPLETION DATE. 'Project Completion Date" means 2/28/2014 and is the
date by which the Project tasks shall have been fully accomplished including fulfillment of the
obligations identified in Article VI.
Volunteer Generation Fund Grant Agreement
Format Approved 10/94
Revised 8/04
12- VGF -N6
Page 2 of 11
ARTICLE II
FUNDING
2.1 FUNDING SOURCE. The source of funding for the Grant is a grant from the Corporation for
National Service for the Volunteer Generation Fund Program. The Grantee shall comply with the
requirements, conditions and rules of the Commission and any other public or private entity having
authority over the funds or the Grant.
2.2 RECEIPT OF FUNDS. All payments under this Agreement are subject to receipt by the
Commission of sufficient funds for the Volunteer Generation Fund 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 $46,953 for the time period of 9/1/2012, to 2/28/2014, to the
Grantee for Volunteer Generation Fund 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 8/17/2012, attached hereto, and incorporated
by this reference, and for such other tasks as ICVS and Grantee may agree to in writing.
ARTICLE IV
CONDITIONS TO DISBURSEMENT OF FUNDS
Unless and until the following conditions have been satisfied, the Commission shall be under no
obligation to disburse to the Grantee any amounts under the Grant Agreement:
4.1 GRANT AGREEMENT EXECUTED. The Grant Agreement shall have been properly
executed and, where required, acknowledged.
4.2 AUTHORITY Resolution of the Board of Directors authorizing the execution and delivery of
this Grant Agreement and such other papers as the Commission may reasonably request, and
specifying the officer(s) authorized to execute the Grant Agreement and bind the Grantee.
ARTICLE V
REPRESENTATIONS AND WARRANTIES OF GRANTEE
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
12- VGF -N6
Page 3 of 11
Directors for the execution and delivery of the Grant Agreement, has been effectively taken.
5.2 FINANCIAL INFORMATION. All financial statements and related materials concerning the
Grantee and the Project provided to the Commission are true and correct in all material respects and
completely and accurately represent the subject matter thereof as of the effective date of the
statements and related materials, and no material adverse change has occurred since that date.
5.3 APPLICATION. The contents of the application the Grantee submitted to the Commission for
funding is a complete and accurate representation of the Grantee and the Project as of the date of
submission and there has been no material adverse change in the organization, operation, or key
personnel of the Grantee since the date the application was submitted to the Commission.
5.4 PRIOR AGREEMENTS. The Grantee has not entered into any verbal or written contracts,
agreements or arrangements of any kind, which are inconsistent with the Grant Agreement.
5.5 EFFECTIVE DATE. The covenants, warranties and representations of this Article are made as
of the date of this Agreement and shall be deemed to be renewed and restated by the Grantee at the
time of each request for disbursement of funds.
ARTICLE VI
GRANTEE OBLIGATIONS
6.1 AFFIRMATIVE COVENANTS. The Grantee covenants with ICVS that:
(a) PROJECT WORK AND SERVICES. The Grantee shall complete the work and
services detailed in its application.
(b) COMPLIANCE WITH LAW AND REGULATIONS. The Grantee shall comply with
the provisions of the Act, the Corporation's regulations (42 U.S.C. 5.12501 ET seq.)
Volunteer Generation Fund - and all other applicable laws and regulations.
(c) ACCESS TO RECORDS. The Grantee shall permit the Commission, Auditor of the
State of Iowa or any authorized representative of the State, and where federal funds are
involved, the Comptroller General of the United States or any other representative of the
United States Government, to access and examine, audit, excerpt and transcribe any directly
pertinent books, documents, papers and records of Grantee relating to orders, invoices, or
payments or any other documentation or materials pertaining to this contract.
(d) RECORDS RETENTION. All records of the Grantee relating to this contract shall
be retained for a period of five (5) years following the date of final payment or
completion of any required audit and resolution of any audit findings, whichever is
earlier.
(e) USE OF GRANT FUNDS. The Grantee shall expend funds received under the Grant
only for the purposes and activities described in its application and approved by the
12- VGF -N6
Page 4 of 11
Commission and in compliance with applicable federal and state law and regulations.
(f) DOCUMENTATION. The Grantee shall deliver to ICVS upon request, (i) copies of all
contracts or agreements relating to the Project, (ii) invoices, receipts, statements or vouchers
relating to the Project, (iii) a list of all unpaid bills for labor and materials in connection with
the Project, (iv) budgets and revisions showing estimated Project costs and funds required at
any given time to complete and pay for the Project, and (v) current and year -to -date operating
statements not older than sixty (60) days from the date of request.
(g) NOTICE OF PROCEEDINGS. The Grantee shall promptly notify ICVS of the
initiation of any claims, lawsuits or proceedings brought against the Grantee.
(h) REPORTS. The Grantee shall submit the following reports to ICVS. Performance
Measure Reporting will be calculated based on a risk based monitoring system which is
being developed. Performance Measure Reporting will be sent monthly, quarterly or
semi - annually depending on a grantees risk. All grantees will be apprised of their risk
value at the start of the grant.
ITEM NO. OF COPIES DATE DUE
Payment Request Form/GAX one signed original October 1, 2012
Expense Report in iowagrants.gov 25th of each month
Federal Financial Report (FFR) in iowagrants.gov April 15, 2013 and
October 15, 2013
Final Federal Financial Report in iowagrants.gov Within 60 days of
termination of grant
agreement
Performance Measures Reporting
Performance Measures Reporting in iowagrants.gov January 15, 2013
April 15, 2013
July 15, 2013
October 15, 2013
January 15, 2014
Final Performance Measures Report in iowagrants.gov Within 60 days of
expiration or
termination of grant
agreement
Audit Report one copy See exhibit "A"
(i) MAINTENANCE OF PROJECT PROPERTY AND INSURANCE. Grantee shall
maintain with financially sound and reputable insurers, insurance to protect its properties
against losses or damages of the kind customarily insured against by corporations of
established favorable reputation engaged in the same or similarly situated. Grantee shall, on
request of ICVS, furnish a schedule of all insurance carried by it, setting forth in detail the
amount and type of such insurance.
12- VGF -N6
Page 5 of 11
0) INDEMNIFICATION. Grantee shall jointly and severally defend, indemnify and hold
ICVS and any federal funding source, its successors and assigns, harmless from and against
any liability, loss, damage or expense, including reasonable counsel fees, which ICVS may
incur or sustain by reason of (a) the failure of Grantee to fully perform and comply with the
terms and obligations of this grant agreement; (b) Grantee's performance or attempted
performance of the Project; (c) Grantee's activities with subcontractors and third parties.
(k) INTEREST AND UNEXPENDED PROCEEDS. The Grantee shall return all
unexpended Grant proceeds and interest accrued on Grant proceeds to the Commission
within thirty (30) days after the agreement expiration date.
ARTICLE VII
DOCUMENTS INCORPORATED BY REFERENCE PRIORITY
7.1 DOCUMENTS INCORPORATED BY REFERENCE. The following documents are hereby
incorporated by reference: -
1. Exhibit A, "AUDIT REQUIREMENTS ".
2. Exhibit B, "APPROVED BUDGET ", dated 8/17/2012.
3. Exhibit C, "GRANT APPLICATION ", dated 8/17/2012.
4. Exhibit D, "Edward M. Kennedy Serve America Act (link:
www.nationalservice.goy /pdf /1990 serviceact as %20amended %20through %20pl %2
0111- I3.pdf)"
5. Exhibit E, "Volunteer Generation Fund Iowa Volunteer Generation Fund Request for
Proposal (RFP) ".
7.2 ORDER OF PRIORITY. In the event of a conflict between documents of this agreement,
the following order of priority shall govern:
1. At I through X herein.
2. Exhibit A, "AUDIT REQUIREMENTS ".
3. Exhibit B, "APPROVED BUDGET ", dated 8/17/2012.
4. Exhibit C, "GRANT APPLICATION ", dated 8/17/2012.
5. Exhibit D, "Edward M. Kennedy Serve America Act (link:
www.nationalservice.goy /pdf /1990 serviceact as %20amended %20throu h°g /o20pl %2011
1- 13.pdf)"
6. Exhibit E, "Volunteer Generation Fund Iowa Volunteer Generation Fund Request for
Proposal (RFP) ".
12- VGF -N6
Page 6 of 11
ARTICLE VIII
DEFAULT AND REMEDIES
8.1 EVENTS OF DEFAULT. The following shall constitute Events of Default under this Grant
Agreement:
(a) MATERIAL MISREPRESENTATION. If at any time any representation, warranty or
statement made or furnished to the Commission by, or on behalf of, the Grantee in
connection with this Grant Agreement or to induce the Commission to make a grant to the
Grantee shall be determined by the Commission to be incorrect, false, misleading or
erroneous in any material respect when made or furnished and shall not have been remedied
to the Commission's satisfaction within thirty (30) days after written notice by the
Commission is given to the Grantee.
(b) LACK OF PROGRESS. If there is a failure of the Grantee to make substantial and
timely progress toward performance of the Project;
(c) NONCOMPLIANCE. If there is a failure by the Grantee to comply with any of the
covenants, terms or conditions contained in this Agreement.
(d) PROJECT COMPLETION DATE. If the Project, in the sole judgment of the
Commission, is not completed on or before the Project Completion Date.
(e) MISSPENDING. If the Grantee expends Grant proceeds for purposes not described in
the application or authorized by the Commission.
(f) INSOLVENCY OR BANKRUPTCY If the Grantee becomes insolvent or bankrupt, or
admits in writing its inability to pay its debts as they mature, or makes an assignment for the
benefit of creditors, or the Grantee applies for or consents to the appointment of a trustee or
receiver for the Grantee or for the major part of its property; or if a trustee or receiver is
appointed for the Grantee or for all or a substantial part of the assets of the Grantee and the
order of such appointment is not discharged, vacated or stayed within sixty (60) days after
such appointment; or if bankruptcy, reorganization, arrangement, insolvency, or liquidation
proceedings or other proceedings for relief under any bankruptcy or similar law or laws for
the relief of debtors, are instituted by or against the Grantee and, if instituted against the
Grantee is consented to, or, if contested by the Grantee is not dismissed by the adverse
parties or by an order, decree or judgment within sixty (60) days after such institution.
(g) INSURANCE. If loss, theft, damage or destruction of any substantial portion of the
property of the Grantee occurs for which there is either no insurance coverage or for which,
in the opinion of the Commission, there is insufficient, insurance coverage.
8.2 NOTICE OF DEFAULT. ICVS shall issue a written notice of default providing therein a
fifteen (15) day period in which the Grantee shall have an opportunity to cure, provided that cure is
possible and feasible.
12- VGF -N6
Page 7 of 11
8.3 REMEDIES UPON DEFAULT. If, after opportunity to cure, the default remains, ICVS may
do one or more of the following:
(a) exercise any remedy provided by law,
(b) require immediate repayment of the full amount of funds disbursed to the Grantee
under the Grant Agreement plus interest.
ARTICLE IX
DISBURSEMENT PROCEDURES
9.1 REQUEST FOR REIMBURSEMENT. All disbursements of proceeds shall be subject to
receipt by the Commission of requests for disbursement submitted by the Grantee. Requests for
disbursement shall be in form and content acceptable to the Commission. Each requisition shall be
submitted to the Commission according to the schedule shown in Article 6.1(h).
9.2 REQUEST FOR ADVANCE PAYMENT.
(a) Advance Payments. The Grantee may receive advance payments of grant funds,
provided the Grantee meets the financial management standards specified in OMB Circulars
A -102 or A -110, as applicable.
(b) Immediate cash flow needs. The amount of advance payments requested by the
Grantee must be based on actual and immediate cash needs in order to minimize federal
cash on hand in accordance with policies established by the U.S. Commission of the
Treasury in 31 CFR Part 205.
(c) Discontinuing advance payments. The ICVS may, after providing due notice to the
Grantee, discontinue the advance payment method and allow payments in advance only by
individual request and approval or by reimbursement when a grantee receiving payments
demonstrates unwillingness or inability to establish procedures to minimize the time
elapsing between the receipt of the cash advance and its disbursement.
(d) Interest bearing accounts. In most circumstances, the Grantee must deposit advance
funds received from the ICVS in a federally insured, interest- bearing account. For
exceptions to this requirement, refer to OMB Circular A -102 or A -110, as appropriate.
ARTICLE X
GENERAL TERMS AND PROVISIONS
10.1 BINDING EFFECT. This Grant Agreement shall be binding upon the Grantee and the
Commission, and their respective successors, legal representatives and assigns. The obligations,
covenants, warranties, acknowledgments, waivers, agreements, terms, provisions and conditions of
this Grant Agreement shall be jointly and severally enforceable against the parties to this Grant
Agreement.
12- VGF -N6
Page 8 of 11
10.2 COMPLIANCE WITH LAWS AND REGULATIONS. Grantee shall comply with all
applicable State and federal laws, rules, ordinances, regulations and orders.
10.3 TERMINATION DUE TO NONAPPROPRIATION OR REDUCTION. If funds
anticipated for the continuing fulfillment of this Agreement are at any time not forthcoming or
insufficient due to non - appropriation, termination of the program, or reduction in funding level, then
ICVS shall have the right to terminate this contract without penalty by giving the Contractor not less
than thirty (3 0) days written notice. In the event of termination of this agreement under this Article,
the exclusive, sole and complete remedy of the Contractor shall be payment of services rendered
prior to termination.
10.4 TERMINATION. This agreement may be terminated in the following circumstances:
(a) At ICVS' discretion, without cause, after thirty (30) days written notice to Contractor.
(b) As a result of Contractor's default under this Agreement.
(c) As a result of the termination or reduction of funding to ICVS.
The Administrative Rules of ICVS in regards to the appeals process apply in all situations.
10.5 TERMINATION FOR CONVENIENCE. In addition to termination due to an event of
default or non - appropriation of funds, this Grant Agreement may be terminated in whole, or in part,
when the Commission and the Grantee agree that the continuation of the Project would not produce
beneficial results commensurate with the future disbursement of Grant funds. The Grantee shall not
incur any obligations after the effective date of the termination and shall cancel as many outstanding
obligations as is reasonably possible. The Commission will allow full credit to the Grantee for the
Commission share of the non - cancelable obligations allowable under the Grant Agreement and
properly incurred by the Grantee prior to termination.
10.6 PROCEDURE UPON TERMINATION. If the Grant Agreement is terminated for
convenience, an event of default or non - appropriation of funds, disbursements shall be allowed for
costs up to the date of termination determined by the Commission to be in compliance with this
Grant Agreement. The Grantee shall return to the Commission all unencumbered Grant proceeds
within one (1) week of receipt of Notice of Termination.
10.7 UNALLOWABLE COSTS. If ICVS determines at any time, whether through monitoring,
audit, closeout procedures or by other means, that the Grantee has expended funds which are
unallowable, the Grantee will be notified of the questioned costs and given an opportunity to justify
questioned costs prior to ICVS' final determination of the disallowance of costs. If it is ICVS' final
determination that costs previously paid by the Commission are unallowable under the terms of the
Agreement, the expenditures will be disallowed and the Grantee shall repay to ICVS any and all
disallowed costs.
10.8 SURVIVAL OF AGREEMENT. If any portion of this Grant Agreement is held to be invalid
or unenforceable, the remainder shall be valid and enforceable. The provisions of this Grant
Agreement shall survive the execution of all instruments herein mentioned and shall continue in full
force until the Grant is paid in full.
12- VGF -N6
Page 9 of 11
10.9 GOVERNING LAW. This Grant Agreement shall be interpreted in accordance with the law
of the State of Iowa, and any action relating to the Grant Agreement shall only be commenced in the
Iowa District Court for Polk County or the United States District Court for the Southern District of
Iowa.
10.10 MODIFICATION.
(a) JOINT MODIFICATION. The Commission or the Grantee may, during the duration of
this Agreement, deem it necessary to modify provisions of this Agreement, which increase or
decrease the total amount of the Agreement, make a substantial change in the scope of
services, add additional budget line items or transfer funds between line items within a
budget category. All changes shall be incorporated into this Agreement through written
amendment signed by both the Commission and the Grantee. The provisions of the
amendment shall be in effect as of the date of modification is signed by both the Commission
and the Grantee, unless otherwise specified within the amendment.
(b) MODIFICATION NOT REQUIRED. Budget modifications that do not require a
written amendment are those in which one or more administrative budget line items changed
but the total expenditures for administrative budget categories do not exceed the approved
budget for administrative budget categories.
(c) UNILATERAL MODIFICATION. Notwithstanding paragraph "a" above, ICVS may
unilaterally modify this Agreement at will in order to accommodate any change in the Act or
any change in the interpretation of the Act or any applicable federal, state or local laws,
regulations, rules or policies. A copy of such unilateral modification will be given to the
Grantee as an amendment to this Agreement.
10.11 NOTICES. Whenever this Grant Agreement requires or permits any notice or written request
by one party to another, it shall be in writing, enclosed in an envelope, addressed to the party to be
notified at the address heretofore stated (or at such other address as may have been designated by
written notice), properly stamped, sealed and deposited in the United States Mail, as Certified Mail,
Return Receipt Requested. Any such notice given hereunder shall be deemed delivered upon the
earlier of actual receipt or two (2) business days after posting. The Commission may rely on the
address of the Grantee set forth heretofore, as modified from time to time, as being the address of the
Grantee.
10.12 WAIVERS. No waiver by the Commission of any default hereunder shall operate as a waiver
of any other default or of the same default on any future occasion. No delay on the part of the
Commission in exercising any right or remedy hereunder shall operate as a waiver thereof. No single
or partial exercise of any right or remedy by the Commission shall preclude future exercise thereof or
the exercise of any other right or remedy.
12- VGF -N6
Page 10 of 11
10.13 LIMITATION. The Commission shall not, under any circumstances, be obligated financially
under this Grant Agreement except to disburse funds according to the terms of the Agreement.
10.14 ENFORCEMENT EXPENSES. The Grantee shall pay upon demand any and all reasonable
fees and expenses of the Commission, including the fees and expenses of their attorneys, experts and
agents, in connection with the exercise or enforcement of any of the rights of the Commission under
this Grant Agreement.
10.15 HEADINGS. The headings in this Grant Agreement are intended solely for convenience of
reference and shall be given no effect in the construction and interpretation of this Grant Agreement.
10.16 COST VARIATION. In the event that the total Project cost is less than the amount specified
in this Agreement, ICVS' participation shall be reduced at the same ratio as ICVS funds are to the
total Project cost, and any disbursed excess above the reduced ICVS participation amount shall be
returned immediately to ICVS.
10.17 COMPLIANCE WITH EEO /AA PROVISIONS. Grantee shall comply with the provisions
of federal, state and local laws and regulations to ensure that no employee or applicant for
employment is discriminated against because of race, religion, color, age, sex, national origin, or
disability. Grantee shall provide state or federal agencies with appropriate reports as required to
ensure compliance with equal employment laws and regulations. Grantee shall ensure that all
authorized subcontractors comply with provisions of this clause. A breach of this Article shall be
considered a material breach of this contract.
10.18 NON - ASSIGNMENT. This contract may not be assigned without prior ICVS written
consent.
10.19 JOINT LIABILITY. If Grantee is a j oint entity, consisting of more than one individual,
partnership, corporation or other business organization, all such entities shall be jointly and severally
liable for carrying out the activities and obligations of this contract, and for any default of such
activities and obligations.
10.20 INTEGRATION. This Grant Agreement contains the entire understanding between the
Grantee and the Commission and any representations that may have been made before or after the
signing of this Grant Agreement, which are not contained herein, are nonbinding, void and of no
effect. Neither of the parties has relied on any such prior representation in entering into this Grant
Agreement.
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10.21 COUNTERPARTS. This Agreement may be executed in any number of counterparts, each
of which shall be deemed to be an original, but all of which together shall constitute but one and the
same instrument.
IN WITNESS WHEREOF, the parties have executed this Grant Agreement.
IOWA COMMISSION ON City of Dubuque
VOLUNTEER SERVICE
BY: BY:
Adam Lounsbury Michael C. Van Milligen
Executive Director
DATE:
City Manager
DATE: yoh-AL
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.
IowaGrants
Budget
Budget Category
VGF Funds
Match
TOTAL
Match %
Federal
BUDGET
Personnel
$2,000.00
$25,244.00
$27,244.00
92.66
Personnel Fringe Benefits
$0.00
$8,528.00
$8,528.00
100.0
Travel
$1,950.00
$0.00
$1,950.00
0
Equipment
$0.00
$0.00
$0.00
0
Supplies
$14,150.00
$0.00
$14,150.00
0
Contractual & Consultant Services
$0.00
$0.00
$0.00
0
Training
$5,600.00
$0.00
$5,600.00
0
Other Program Operating Costs
$22,259.00
$5,192.00
$27,451.00
18.91
Totals
$45,959.00
$38,964.00
$84,923.00
Administration
Budget Category
CNCS Share
Match
Grant TOTAL
Overall Admin %
Federal
Funds BUDGET
Admin
$0.00
$994.00
$0.00 $994.00
0
Totals
$0.00
$994.00
Match Calculations
Overall Match % 46.51
Budget Narrative
Personnel
Costs are consistent with agency written policies, compensation is reasonable and consistent with that paid for similar work in other
comparable agencies.
List by Position Title. Base salary rate and other paid compensation need to be listed separately. Include any formulas used. Also include
percent of time involved in this project. To save or edit this form, click Save or Edit button in the upper right hand corner of the screen.
The City of Dubuque Community Engagement Coordinator will 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 consistent with agency written policies. List by Position Title. Specify: FICAlmedicare, retirement, insurance, and other benefits
included in your agency personnel plan. Include employer -paid 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 of project personnel for project related travel and travel for training events. Out of state travel requires prior
approval from ICVS. Use your agency travel policies. Include contractodconsultant travel in Contract Services /Consultant Expenses.
We have budgeted for six quarterly meetings with VCI 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 of equipment, quantity and unit price. Purpose of purchase and percent of time involved in project, and staff who will use the equipment.
(Definition of Equipment= item with a value of $5,000 and a life expectancy of > year or more - Wan 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. Itemize all expenses. Miscellaneous expenses will not be funded.
Expenses for supplies include $2,075 for materials for the 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,
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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,
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
Individual consultants or service organizations. Specify purpose of contract and itemize all consultant fees, consultant expenses, and
contracts.
Legal applicant shall follow the same policies and procedures used for competitive bid and procurement from its non - federal funds. Maximum
allowable $400 1day (exclusive of travel).
Contract services require ICVS approval.
We did not budget for consulting services.
Training
Registration fees and tuition only. Course title, purpose, location, staff desiring to attend the training, sponsor of the training. Each out of state
training event requires prior approval 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
Allowable costs in this category may include volunteer background checks, ofAce space rental, communication costs (such as telephone and
Internet), utilities, etc.
We have included $3,259 to purchase a laptop, projector, and speakers for the 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 other than 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 for their general work). We have
included $2,500 for the Volunteer Solutions license for 2013, and have matched that with $2,500 paid by the City of
Dubuque in 2012. We have included a city match of $192 for a portion of the Community Engagement
Coordinator's phone. We have included $500 for two years' membership in the HandsOn Network. We've
budgeted $5,000 for volunteer 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
TRAINING
Number of organizations that received capacity building services (NPM)
Number of staff and community volunteers that received training (NPM)
2012-
2013
Targets
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 for the same training session.)
Seven effective practices of volunteer management (ICVS) 0
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Page 1 of 16
Application
49528 - 2013 VGF - Volunteer Generation Fund
49751 - Volunteer Dubuque! Volunteer Center
Volunteer Generation Fund
Status: Approved Submitted
Date:
Signature: Kelly Larson Submitted
By:
Applicant Information
Project Officer
AnA User Id KELLYLARSON @IOWAID
First Name*
Kelly Rausch Larson
First Name Middle Name Last Name
Title:
563 - 589 -4210
Email:
klarson @cityofdubuque.org
Address:
4962 Twilight Drive
City*
Dubuque Iowa 52001
Number
City State /Province Postal Code /Zip
Phone:*
563 -513 -1758
Phone Ext.
Program Area Volunteer Generation Fund
oflnterest
Fax:
Agency
Minority Impact Statement
Question # 1
1. The proposed
grant programs or
policies could have a
disproportionate or Yes
unique POSITIVE
IMPACT on minority
persons.
2012 -08 -28 03:25:26
Kelly Rausch Larson
Organization Information
Organization City of Dubuque
Name:
Organization City Government
Type:
Tax ID: 42- 6004596
DUNS: 09- 310 -5302
Organization
Website: www.cityofdubuque.org
Address: 50 West 13th Street
52001
Postal Code /Zip
Ext.
If YES, describe the The Multicultural Family Center will be a partner in this project, and we will be
positive impact intentionally focusing on engaging diverse groups in volunteerism and using it as a tool to
expected from this
project build understanding across minorit y groups.
Indicate the group(s) Person /s with a Disability, Blacks, Latinos, Pacific Islanders
positively impacted.
Question # 2
2. The proposed
grant project
programs or policies No
could have a
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Dubuque Iowa
City State /Province
Phone:
563 - 589 -4210
Fax:
563- 589 -4221
Benefactor
Vendor
Number
52001
Postal Code /Zip
Ext.
If YES, describe the The Multicultural Family Center will be a partner in this project, and we will be
positive impact intentionally focusing on engaging diverse groups in volunteerism and using it as a tool to
expected from this
project build understanding across minorit y groups.
Indicate the group(s) Person /s with a Disability, Blacks, Latinos, Pacific Islanders
positively impacted.
Question # 2
2. The proposed
grant project
programs or policies No
could have a
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disproportionate or
unique NEGATIVE
IMPACT on minority
persons.
If YES, describe the
negative impact
expected from this
project.
If YES, present the
rationale for the
existence of the
proposed program or
policy.
If YES, provide
evidence of
consultation with
representatives of the
minority groups
impacted.
Indicate the group(s)
negatively impacted.
Question # 3
3. The proposed
grant project
programs or policies
are NOT EXPECTED
TO HAVE A Yes
DISPROPORTIONATE
OR UNIQUE IMPACT
on minority persons.
If YES, present the All programs and activities will use concepts of "universal design" in order to insure that
rationale for we are adequately meeting the needs of a full range of residents without adversely
determining no
impact. impacting any particular group.
Certification
I hereby certify that
the information on
this form is complete Yes
and accurate, to the
best of my
knowledge.
Name of Person
Submitting Kelly Larson
Certification.
Title of Person
Submitting Human Rights Director
Certification
Cover Sheet - General Information
Authorized Official
Name
Michael C. Van Milligen
Title
City Manager
Organization
City of Dubuque
Address
50 W. 13th Street
City /State /Zip*
Dubuque Iowa 52001
City State Zip
Telephone Number
563- 589 -4110
E -Mail
ctymgr @cityofdubuque.org
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Fiscal Officer /Agent
Name
Title
Organization
Address
City /State /Zip"
Telephone Number
E -Mail
County(ies) Participating,
Involved, or Affected by
this Proposal
Kellly Larson
Human Rights Director
City of Dubuque
1300 Main Street
Dubuque
City
563 -589 -4190
klarson @cityofdubuque.org
Dubuque County
Congressional District(s)
Involved or Affected by this I - Bruce Bara ley
Proposal
Iowa Senate District(s)
Involved or Affected by this oi4rict Map
Proposal
Iowa House District(s) 27 28
Involved or Affected by this
Proposal District Map
Iowa 52001
State Zip
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.
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 with 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 Center that 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 of the 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 Center will 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
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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, Loras 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 of their missions.
Service Structure
The Volunteer Center will be supported by the City of Dubuque Human Rights Department, who will 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 Truist.
3) Volunteer Dubuque Learning Modules: Research based trainings for both volunteers (e.g. Disaster
Readiness Training) and organizations, with a particular focus on effective practices of volunteer 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 will 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 of this 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 feedback from 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
• 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 Trilk, Dubuque Main Street Program Specialist
• Maggie Baker, Service Learning Coordinator, Loras College /Site Supervisor, Iowa Campus Compact
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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, Loras 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 Tranel, 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 Volunteerism, 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 Farmers' 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 of volunteerism in our community will help with the retention of volunteers. The Volunteer Center will
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 for the State Volunteering award, and the
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use of medallions on the Volunteer Solutions site to recognize agencies. The Volunteer Center will 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 p'bverty,
minorities, youth and baby boomers. To ensure our success, our outreach efforts will include both high -tech
(web, social media, etc.) and high -touch (community meetings, booths at events, etc.). Our partnership with the
Dubuque National Service Partnership (DNSP) will be central to our volunteerism 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 will plan annual
volunteer recognition events that celebrate the contributions of our volunteers. We will utilize social media as an
outreach tool, and will partner with 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 will implement Volunteer Solutions with agencies and potential volunteers in the
community. In addition to insuring that the members of the 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, with 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 with 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 will include creating a variety of training modules around best practices in volunteer
engagement, as well as training modules to strengthen volunteer recruitment and training for disaster response
and preparedness. There will 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 will 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, with an emphasis on placing them in leadership positions
that can assist them in developing transferable and employment related skills. We will encourage the creations
of volunteer job 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 under the 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. After we 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 will plan a volunteer recognition event. The event will
highlight the successes of the 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.
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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.
Our training modules will focus on best practices related to volunteer training, recruitment, and retention, and we
will hold coordinated training events across agencies to maximize efficiency and effectiveness. We will include
disaster training for volunteers as part of various Days of Service activities. Our target is 25 agencies.
3. Monitoring of implementation and effectiveness of best practices
We will 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 of
the Medallion program in Volunteer Solutions. Our target is 15 agencies will implement best practices and report
increased efficiency.
4. Recruiting 1000 volunteers and managing 500 volunteers
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 of them 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,: MLK 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 of these 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 of the components of the
long term plan included establishing a web -based clearinghouse for volunteers 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
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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 of federal grant
awards, and in Fiscal Year 2010 successfully managed twenty five million dollars of federal funds. Departments
administering state and federal grants meet quarterly under Ken's guidance in order to insure proper oversight
and reporting.
The key program positions responsible for the proposed program will include the following City staff persons:
Community Engagement Coordinator Nikola Pavelic (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 her work building the initial capacity of
the Center. Carolina will serve as an intern from September through November 2012, working approximately 10
hours per week on the program. We intend to pursue an additional intern in the spring.
Budget
Budget
Category
Personnel
Personnel
Fringe
Benefits
Travel
Equipment
Supplies
Contractual
Consultant
Services
Training
Other
Program
Operating
Costs
Totals
Administration
VGF Funds
Federal
$2,000.00
$0.00
$1,950.00
$0.00
$14,150.00
$0.00
$5,600.00
$22,259.00
$45,959.00
Budget CNCS Share
Category
Federal
Admin
$0.00
Totals
$0.00
Match Calculations
Overall Match %
46.51
Match
$25,244.00
$8,528.00
$0.00
$0.00
$0.00
$0.00
$0.00
$5,192.00
$38,964.00
Match
$994.00
$994.00
TOTAL Match %
BUDGET
$27,244.00 92.66
$8,528.00 100.0
$1,950.00 0
$0.00 0
$14,150.00 0
$0.00 0
$5,600.00 0
$27,451.00 18.91
$84,923.00
Grant
Funds
$0.00
TOTAL Overall
BUDGET Admin
$994.00 0
Budget Narrative
Personnel
Costs are consistent with agency written policies, compensation is reasonable and consistent with that paid for similar work in other
comparable agencies.
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List by Position Title. Base salary rate and other paid compensation need to be listed separately. Include any formulas used. Also include
percent of time involved in this project. To save or edit this form, click Save or Edit button in the upper right hand corner of the screen.
The City of Dubuque Community Engagement Coordinator will 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 consistent with agency written policies. List by Position Title. Specify., FICAlmedicare, retirement, insurance, and other benefits
included in your agency personnel plan. Include employer -paid benefits only.
The Community Engagement Coordinator's benefits include FICA at 15.72% of $25,244, for a total of $3,698
City matching funds. His life and health coverage at 30% for 18 months totals $4,560 in City matching funds.
Travel
Transportation and subsistence of project personnel for project related travel and travel for training events. Out of state travel requires prior
approval from ICVS. Use your agency travel policies. Include contractor /consultant travel in Contract Services /Consultant Expenses.
We have budgeted for six quarterly meetings with VCI 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 of equipment, quantity and unit price. Purpose of purchase and percent of time involved in project, and staff who will use the
equipment. (Definition of Equipment = item with a value of $5, 000 and a life expectancy of 1 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. Itemize all expenses. Miscellaneous expenses will not be funded.
Expenses for supplies include $2,075 for materials for the 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, 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
Individual consultants or service organizations. Specify purpose of contract and itemize all consultant fees, consultant expenses, and
contracts.
Legal applicant shall follow the same policies and procedures used for competitive bid and procurement from its non - federal funds. Maximum
allowable $400 1day (exclusive of travel).
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Contract services require ICVS approval.
We did not budget for consulting services.
Training
Registration fees and tuition only. Course title, purpose, location, staff desiring to attend the training, sponsor of the training. Each out of
state training event requires prior approval 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
Allowable costs in this category may include volunteer background checks, office space rental, communication costs (such as telephone and
internet), utilities, etc.
We have included $3,259 to purchase a laptop, projector, and speakers for the 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 other than 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 for their general
work). We have included $2,500 for the Volunteer Solutions license for 2013, and have matched that with
$2,500 paid by the City of Dubuque in 2012. We have included a city match of $192 for a portion of the
Community Engagement Coordinator's phone. We have included $500 for two years' membership in the
HandsOn Network. We've budgeted $5,000 for volunteer 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
TRAINING
2012 -2013
Targets
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 for the same
training session.)
Seven effective practices of volunteer management (ICVS) 0
Specific project - related skills 25
Other categories of training 25
Number of organizations implementing three or more effective volunteer 15
management practices asa result of capacity - building services provided (NPM)
Number of ortganizations reporting that capacity - building services helped make the 15
organization more efficient. (NPM)
Number of organizations reporting that capacity building services helped make the 15
organization more effective.
RECRUITED VOLUNTEERS
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Number of community volunteers recruited ( * *- REQUIRED ACCURATE COUNT)
500
Of the volunteers recruited, how many were:
Type
For the 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 Day(s) of Service (ICVS)
500
VOLUNTEERS MANAGED
pdf
Number of community volunteers managed
500
Of the volunteers managed, how many were:
List of proposed project
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 Day(s) 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 prisoners **
5
Individuals mentored
100
Clients receiving independent living skills
5
Hours served by managed volunteers
4,000
Of these hours, how many were served:
Letter of Support #2
There can be duplication in these numbers,.
Partners in Learning
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 served by the managed volunteers or their projects, how many were:
Disadvantaged children and youth **
500
Children of incarcerated prisoners **
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 Report.pdf
pdf
30
KB
Organizational chart
City Organizational Chart
City Org Chart.pdf
pdf
19
KB
Project site listing
List of proposed project
List of proposed project
pdf
204
locations
locations.pdf
KB
Partners /Planning Team
List of project partners
Project Partners.pdf
pdf
135
KB
Volunteer Generation
141
Letter of Support #1
Letter of Support
Fund App - Mayor
pdf
KB
Support Letter.pdf
Letter of Support #2
Partners in Learning
Partners in Learning
pdf
85
Letter of Support
Letter of Support.pdf
KB
Volunteer Centers of Iowa
30
Membership Confirmation
VCI Membership
VCI Membership.pdf
pdf
KB
or plans to join
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Attachments Form #2 (2012 -2013)
File Name
Description
2012 letter of support for grant - Iowa Campus Compact Loras
Dubuque Volunteer Center.pdf (17 College Letter of Support
KB)
Community Engagement Community Engagement
Coordinator Job Description.pdf (50 Coordinator Job Description
KB)
governing body.pdf (197 KB)
Vista job descriptions 3- 12.pdf (38
KB)
Volunteer Generation Fund App -
Community Foundation Letter.pdf
(832 KB)
Volunteer Generation Fund App -
Dubuque Mentoring Letter.pdf (93
KB)
Certified Assurances
Governing Body
VISTA job description
Letter of Support #4 Community
Foundation
Letter of Support #3 Dubuque
Mentoring
File Size
17 KB
50 KB
197 KB
38 KB
832 KB
93 KB
By signing below, the authorized representative offers the following assurances and
certifications:
AUTHORIZED REPRESENTATIVE
Has the legal authority to apply for federal assistance, and the institutional, managerial, and financial capability (including funds sufficient to
pay the non - federal share of project costs) to ensure proper planning, management, and completion of the project described in this
application.
ACCESS TO RECORDS
The applicant assures that they will give the awarding agency, the Comptroller General of the United States, and if appropriate, the state,
through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and
will establish a 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 for a purpose that constitutes or
presents the appearance of personal or organizational conflict of interest, or personal gain..
REPORTING
The applicant assures that it shall 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 shall will initiate and complete the work within the applicable time frame after receipt 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 merit systems for
programs funded under one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of
Personnel Administration (5 CFR 900, Subpart F).
NONDISCRIMINATION
Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: Title VI of the Civil Rights Act of 1964
(P. L. 88 -352) which prohibits discrimination on the basis of race, color, or national origin; (b) Title IX of the Education Amendments of 1972,
as amended (20 U.S.C. 1681 -1683, and 1685 - 1686). which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation
Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of disability (d) The Age Discrimination Act of 1975, as
amended (42 U. S. C. 6101 - 6107), which prohibits discrimination on the basis of age; (e) The Drug Abuse Office and Treatment Act of 1972
(P. L. 92 -255), as amended, relating to nondiscrimination on the basis of drug abuse; (t) The Comprehensive Alcohol Abuse and Alcoholism
Prevention, Treatment and Rehabilitation Act of 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 Service Act of 1912 (42 U. S. C. 290dd -3 and 290ee -3), as amended, relating to
confidentiality of alcohol and drug abuse patient records; (h) Title Vlll of the Civil Rights Act of 1968 (42 U. S. C. 3601 at seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscriminafion provisions in the National and
Community Service Act of 1990, as amended; and Q) the requirements of any other nondiscrimination statute(s) which may apply to the
application.
UNIFORM RELOCATION ASSISTANCE
The applicant assures that they will comply, or have already complied, with the requirements of Titles 11 and 111 of the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970 (P. L. 91 -646) which provide for fair and equitable treatment of persons
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displaced or whose property is acquired as a result of federal or federally assisted programs. These requirements apply to all interests in real
property acquired for project purposes 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 part with Federal funds.
DAVIS -BACON ACT
The applicant certifies that they will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U. S. C 276a and 276a -77), the
Copeland Act (40 U.S.0 276c and 18 U.S.C. 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 -333), regarding
labor 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 (P.L.
93 -234) which requires the recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total
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 Act of 1969 (P.L. 91 -190) and Executive Order (EO) 11514;
(b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in
floodplains in accordance with EO 11988; (e) assurance of project consistency with the approved state management program developed
under the Coastal Zone Management Act of 1972 (16 U.S.0 1451 at seq.); (f) conformity of federal actions to State (Clean Air)
Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. 7401 at seq.); (g) protection of underground
sources of drinking wafer under the Safe Drinking Water Act of 1974, as amended (P.L. 93 -523); 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 will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.0 1271 at seq.) related to protecting components
or potential components of the national wild and scenic rivers system.
NATIONAL HISTORIC PRESERVATION ACT
The applicant assures that they will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation
Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic
Preservation Act of 1974 (16U.S.C. 469a4 et seq.).
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.
LABORATORYANIMAL WELFARE ACT
The applicant certifies that they will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89 -544, as amended, 7 U.S.C. 2131 at
seq.) 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 at seq.) which prohibits the use of lead based paint in
construction or rehabilitation of residence structures.
AUDIT REQUIREMENTS
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 CircularA -133, Audits of States, Local Governments, and Non - Profit Organizations, which states:
a. Non — Federal entities that expend $500, 000 or more in Federal funds (from all sources including indirect recipients) in the organization
fiscal year (12 month turnaround reporting period) shall have a single organization -wide audit conducted in accordance with the provisions of
OMB Circular A- 133.
b. Non - Federal entities that expend less than $500, 000 a year in Federal awards are exempt from Federal audit requirements for 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 certifies that they will comply with all applicable requirements of all other Federal laws, executive orders, regulations,
application guidelines, and policies governing this program.
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 will comply with the provisions of the Act and all other federal laws, regulations, and guidelines. By appropriate language
incorporated in each subcontract or other document under which funds are to be disbursed, the undersigned shall assure the applicable
conditions above apply to all recipients of assistance.
Certified Assurance - VGF Yes
Project Director Name and Kelly Larson 08/14/2012
Date of Assurance*
Project Director Name Assurance Date
Debarment, Suspension, Ineligibility, and Voluntary Exclusion
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Legal Applicant Name and Kelly Larson
Certification Date'
Name of Authorized Representative
08/14/2012
Date
INSTRUCT IONS FOR CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITYAND VOLUNTARY EXCLUSION
LOWER TIER COVERED TRANSACTIONS
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into.
If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies
available to the federal government, the department or agency with which this transaction originated may pursue available remedies,
including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time
the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of
changed circumstances.
4. The terms "covered transaction," " debarred," " suspended," "ineligible," "lower tier covered transaction, " "participant, "'person, "'Primary
covered transaction, "'principal," "proposal," and "voluntarily excluded, "as used in this clause, have the meaning set out in the Definitions
and Coverage sections of rules implementing Executive Order 12549.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it
shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily
excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause title "Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion - -Lower Tier Covered Transactions," without modification, in all lower tier
covered transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification 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 certification is erroneous. A
participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may check the
Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to renderin good faith the
certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a
lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this
transaction, in addition to other remedies available to the federal government, the department or agency with which this transaction
originated may pursue available remedies, including suspension and /or debarment.
CORPORATION FOR NATIONAL AND COMMUNITY SERVICE
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITYAND VOLUNTARYEXCLUSION LOWER TIER COVERED
TRANSACTIONS
(Sub- Recipient)
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 28 CFR Part 67, Section
67.510, participants' responsibilities. The regulations were published as Part VIII of the May 26, 1988 Federal Register (pages 19160-
19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ABOVE)
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in the certification, such prospective participant
shall attach 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
CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS
Grantees Other Than Individuals
This certification is required by the regulations implementing the Drug -Free Workplace Act of 1988, 28 CFR Part 67, Subpart F. The
regulations, published in the May 25, 1990 Federal Register, require certification by grantees, prior to award, that they will maintain a drug -
free workplace. The certification set out below is a 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 shall be grounds for suspension of payments, suspension or
termination of grants, or government wide suspension or debarment (see 28 CFR Part 67, Sections 67.615 and 67.620).
The grantee certifies that it will provide a drug -free workplace by.,
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a 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 a drug -free awareness program to inform employees about --
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(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a 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 a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by
paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a 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 for a violation occurring in the workplace no later 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;
(0 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
Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by
a Federal, State, or local health, law enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f).
Place(s) of Performance: The grantees shall insert in the space provided below the site(s) for the performance of work done in connection
with the specific grant (street address, city, county, state, zip code):
Certification Regarding
Drug -Free Workplace
Yes
Requirements
Name /Title of Authorized
Kelly Larson
Representative
Name
Certification Date
08/14/2012
Certification Regarding Lobbying
CERTIFICATION REGARDING LOBBYING
Each person shall file the most current edition of this certification and disclosure form, if applicable, with each submission that initiates
agency consideration of such person for an award of a Federal contract, grant, or cooperative agreement of $100, 000 or more; or Federal
loan 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 a 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 a civil penalty of not less than $10, 000 and not more than $100, 000 for
each such failure.
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated 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, a Member of Congress, an officer or employee of Congress, or an employee, of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of
any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, 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, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall initial here and complete and submit
Standard Form # LLL, "Disclosure of Lobbying Activities", in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers and
that all subrecipients shall certify and disclose accordingly.
Certification Regarding Yes
Lobbying
Name and Title of Kelly Larson
Authorized Representative Name
Certification Date 08/14/2012
Check here if you are
required to submit
Standard Form #LLL. See
#2 in the certification
above.
Submittal
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https:// www. iowagrants. gov/ getApplicationPrintPreview .do ?documentPlc= 1344946929072 9/7/2012
IowaGrants
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https:// www. iowagrants. gov/ getApplicationPrintPreview .do ?documentPl-,= 1344946929072 9/7/2012
REQUEST FOR GRANT APPLICATIONS (RFA)
2012 -2014 VOLUNTEER GENERATION FUND
The Iowa Commission on Volunteer Service (ICVS) is pleased to announce the availability of federal funding in the
form of Volunteer Generation Fund (VGF) grants. The following entities are encouraged to apply for projects
operating in Iowa: nonprofit organizations, county and local governments, elementary and secondary schools,
Indian tribes, colleges and universities, community and faith -based organizations, and an intermediary organization
representing a combination of these or similar groups, working together.
ISSUING AGENCY NAME: Iowa Commission on Volunteer Service
ISSUE DATE: August 6, 2012
VGF GRANT AGREEMENT PERIOD: September 1, 2012 — February 28, 2014
LOCATION OF GRANT OPERATIONS: Local, Regional or Statewide Areas in Iowa
APPLICATION DEADLINES: August 17, 2012
Proposals must be submitted to the Iowa Commission on Volunteer Service via the Iowa Grants Management
System (www.lowaGrants.gov) system and hard copies of required documents must be received by 3:00 PM CDT
on August 17, 2012. All proposals that do not meet the established deadlines or application requirements will be
declined through the on -line system and will not be considered.
SOURCE OF FUNDS: The source of funds for this competition is a federal award from the Corporation for National
and Community Service.
IOWA GRANTS MANAGEMENT SYSTEM (www.lowaGrants.gov). This web -based system is used by the State
of Iowa for the submission and tracking of grant applications. All applicants who wish to apply for VOLUNTEER
GENERATION GRANT funds must create an lowagrants account. For more information and to create an account,
please visit www.lowaGrants.gov. Questions pertaining to use of lowagrants will be addressed during the technical
assistance call; therefore, all potential applicants are encouraged to go to the system prior to August 10th to allow
ICVS staff to address any questions related to the system during the call. To facilitate the application process,
applicants are encouraged to create their grant narrative using word processing software (like Microsoft Word) and
copying /pasting the sections into lowagrants.
TECHNICAL ASSISTANCE SESSION: ICVS plans to coordinate a conference call to assist any applicant with the
Request for Applications. Commission staff will be on the call to answer any questions from prospective applicants.
Because of state requirements around grant competitions, ICVS staff is not able to respond to questions on an
individual basis. Therefore, all questions will be handled during the technical assistance session or in the form of
written replies distributed to intended applicants. Please review all necessary documents before the call and have
questions ready. In order to facilitate this process, all prospective applicants should notify Julie Struck, ICVS
Program Officer by email (Julie.Struck(a-),iowa.gov) on or before August 10 in order to be included in RFA
announcements.
ANTICIPATED TIMELINE FOR THE IOWA VOLUNTEER GENERATION FUND STATE GRANT PROCESS:
RFA Released August 6, 2012
Technical Assistance Session August 13, 2012 1 PM -2PM
Proposals due to ICVS August 17, 2012, 3PM
Applicants notified by ICVS regarding Approved Proposals August 17, 2012
Clarification /Adjustments Grant Agreements sent by August 24, 2012
Program Start Date will be September 1, 2012
All requests for information should be directed to Julie Struck, Program Officer, at Julie.Struck @iowa.gov
or 515.423.6139.
IOWA COMMISSION ON VOLUNTEER SERVICE
VOLUNTEER GENERATION FUND GRANTS
REQUEST FOR PROPOSALS (RFA)
TABLE OF CONTENTS
OVERVIEW & DEADLINES
PAGE 2
SECTION 1 PURPOSE
PAGE 3
SECTION 2 BACKGROUND INFORMATION
PAGE 3
SECTION 3 COMMUNITY NEEDS AND PRIORITY SERVICE AREAS
PAGE 7
SECTION 4 PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
PAGE 8
SECTION 5 APPLICATION INSTRUCTIONS - VOLUNTEER GENERATION FUND
PAGE 10
SECTION 7 BUDGET INSTRUCTIONS
PAGE 11
SECTION 8 EVALUATION OF PROPOSALS
PAGE 12
SECTION 9 ACCEPTANCE OF TERMS AND CONDITIONS
PAGE 13
SECTION 10 PROPOSAL SUBMISSION CHECKLIST
PAGE 14
SECTION 11 FREQUENTLY ASKED QUESTIONS
PAGE 15
OVERVIEW & DEADLINES
Volunteer Generation Fund grant funds are available for organizations to support development and strengthening of
the volunteer infrastructure in Iowa by serving as a Volunteer Connector Organization (VCO) as defined within this
RFA. Applicants will be expected to participate in specific activities and provide reports, as required by the grant;
however, there will be flexibility for applicants to identify activities, program structure, community partnerships,
funding sources and other aspects of the program that are best suited to the meet the needs of the community
identified to be served by the Volunteer Generation Fund grant.
SECTION 1 — PURPOSE
1.1 THE PURPOSE OF THIS REQUEST FOR PROPOSALS (RFA) is to solicit proposals to increase the
engagement of Iowans in meaningful service and volunteer opportunities through development of Volunteer
Centers (a specific type of Volunteer Connector Organization).
1.2 THE VOLUNTEER GENERATION FUND is a grant program funded by the Corporation for National and
Community Service (CNCS). CNCS is a federal agency established in 1993 to engage Americans of all ages
and backgrounds in community -based service. The Volunteer Generation Fund was established by the Edward
M. Kennedy Serve America Act in 2009, expanding the role of the Corporation for National and Community
Service in strengthening the nation's volunteer infrastructure.
The goals of Volunteer Generation Fund as described in the legislation are:
• To assist nonprofit, faith based, and other civic organizations by expanding and improving the capacity of
such organizations to utilize such volunteers;
• Spur innovation in volunteer recruitment and management practices, with the goal of increasing the number
of volunteers;
• Enable the people of the U.S. to effect change by participating in active volunteer and citizen service.
SECTION 2 — BACKGROUND INFORMATION
2.1 VOLUNTEER GENERATION FUND was awarded to 19 state service commissions to implement strategies
designed to support the goals of the Volunteer Generation Fund in their states. In Iowa, the Volunteer Generation
Fund is administered by the Iowa Commission on Volunteer Service (ICVS).
2
2.1.2. In early 2010, ICVS conducted an on -line survey of Iowa's nonprofit sector, soliciting input on the framework
and activities of a potential Volunteer Generation Fund grant program in Iowa. In addition, we engaged key
stakeholder groups in collecting their input on the grant. We utilized this information to develop the Iowa Volunteer
Generation Fund application which was subsequently funded by the Corporation for National and Community
Service. Our intention is that this first VGF will serve to inform the process of volunteer infrastructure development
in Iowa, leading us to discover innovative program models, build statewide partnership opportunities, increase
awareness of volunteerism and service, and strengthen the volunteer infrastructure for the long -term, allowing
organizations to capitalize on the assets in their communities, while addressing the challenges identified by the
community.
2.1.3 The overall goal of Iowa's Volunteer Generation Fund grant is to build and sustain the capacity of
organizations to recruit, retain, manage and support increased numbers of volunteers who serve in high impact
assignments. Specific Iowa needs that are intended to be addressed within the projects are: a) increasing the
number of volunteers engaged in meeting community needs, b) building the capacity and sustainability of volunteer
connector organizations as effective delivery systems, c) addressing volunteer gaps in the areas of rural volunteer
intensity, volunteer infrastructure for disaster, local programming and capacity - building to local nonprofit
organizations.
2.1.4 Under this competition, ICVS will award grants on a competitive basis to support development of various
models of new Volunteer Connector Organizations (VCO) throughout Iowa. A VCO is an organization whose
mission is designed to support public and nonprofit organizations (by increasing volunteer management capacity)
and volunteers (by connecting them with meaningful opportunities) within an identified service area. Expansion
activities for existing VCO are not allowable under this competition.
For the purposes of this grant, a Volunteer Connector Organization serves the four key functions described in
section 2.1.5. VCOs must connect volunteers and make their services available to community organizations
outside of their own and promote volunteerism among citizens. For the purposes of this competition, priority will be
given to organizations that make their services available to a wide range of community organizations (not just
focused on a single issue) and who encourage volunteerism among a wide -range of individuals (not just a specific
age or ethnic group). However, within this competition, it is appropriate for the VCO to have some programming
that may be focused on a specific issue area or a specific age or ethnic group. For example, a program designed
to engage youth as volunteers through a service - learning initiative or facilitation of a partnership of after - school
programs with the goal of collaboration to share costs and prevent overlapping services.
2.1.5 All organizations funded under this RFA will be expected to support the following four key functions in their
identified service area: a) connect people with opportunities to volunteer and serve, b) increase capacity for
organizations to engage volunteers in meaningful service, c) promote volunteering and d) internally and /or support
partners in developing local programming /projects designed to utilize volunteerism as a solution to community
problems. Additional requirements within each of these four key functional areas are described in Section 2.4 and
also must be completed by all VGF grantees. These are the minimum requirements for VGF grantees.
2.1.6 It is a goal of the ICVS to eventually have the entire state covered by VCOs; therefore, we will look to ensure
that applicants are not proposing to serve in the same area already covered by a VCO. In addition, we intend to
support various models of VCOs in an effort to identify replicable designs that can be implemented throughout the
state, including regional, county -wide and local VCO; as well as various organizational structures and community
partnerships.
2.2 ELIGIBLE APPLICANTS
Nonprofit organizations (including faith -based organizations), county and local governments, elementary and
secondary schools, Indian tribes, colleges and universities, and intermediary organizations representing any
combination of these or similar groups working together are eligible to apply. This application is designed for
organizations that propose to operate in the State of Iowa only. There may be a possibility for Iowa -based programs
to benefit other states (because of physical proximity), but program activities and services must be designed to
primarily benefit the State of Iowa. If a benefit is expected for a neighboring state, this should be outlined in the
application, so that ICVS staff can discuss this impact with the state service commission of the impacted state(s).
3
2.3 VOLUNTEER GENERATION FUND GRANTS IN IOWA
The following types of Volunteer Generation Fund State grants are available to applicants wishing to operate a
program within the state of Iowa.
2.3.1 Volunteer Generation Fund Development Grants are available to organizations who intend to develop a new
Volunteer Center as described within this RFA. New Volunteer Connector Organizations funded under this grant
will receive training and operate as Volunteer Centers.
2.3.2 The ICVS intends to award grants of up to $70,000 to eligible organizations for development of new Volunteer
Centers over an 18 -month contract period. The VGF funds are not intended to be the source of ongoing major
support for the VCO. Therefore, throughout the application and grant period, organizations are encouraged to be
mindful of revenue - generating activities, projects that may have ongoing community support, programming that has
appeal to grant funders, membership fees and other creative ways to build a diverse network of support, designed
to increase the sustainability of the VCO.
2.3.3. Local Match. Local programs are required to provide 20% in matching resources. Matching resources must
be allowable, meaning allocable, reasonable and relevant to the project goals. In addition, all grant resources,
including federal and grantee share must be appropriately documented. For the purposes of this grant, matching
resources may be cash or in -kind or a combination of both.
2.4 VOLUNTEER GENERATION FUND ACTIVITIES
The activities described below are the minimum expectations under the Volunteer Generation Fund grant.
Applicants are encouraged to be creative in identifying other activities, programming, and partnerships within these
functional areas to achieve their organizational goals, build sustainability and meet community needs.
2.4.1 KEY SERVICE ACTIVITIES
2.4.1.1 Develop internally and /or support partners in developing local programming /projects designed to
utilize volunteerism as a solution to natural disasters and other community problems. Organizations funded
in this competition are, in partnership with local emergency management officials, expected to develop or support
an existing system for engaging unaffiliated volunteers during times of disaster (several national models are
available for consideration). In addition, VCOs will be required to identify other programming that can be
operated /managed by the VCO to address community needs. Applicants are encouraged to consider programming
that will generate revenue or resources as a way to build sustainability for the project.
2.4.1.2 Increase capacity for organizations to engage volunteers in meaningful service. Organizations
funded under this competition will be required to provide (or partner to provide) volunteer management training in
their community. In addition, VCOs will convene, on a regular basis, a local volunteer manager group (such as a
DOVIA — Directors of Volunteers in Agencies) for the purposes of training, networking and best practice sharing.
Engaging volunteers in meaningful service within the Corporation for National and Community Service's focus
areas: education, healthy futures, environmental stewardship, veterans, economic opportunities, and disaster
preparedness /response will be a priority. These focus areas are further defined in Section 3 of this RFA.
2.4.1.3 Promote volunteering. Develop a community volunteer recognition program, including submission of at
least one local nominee for a state volunteer award.
All grantees will be expected to conduct one -day project activities on Martin Luther King, Jr. Day of Service (on
MLK Day annually) and 9 -11 Day of Service and Remembrance (on 9/11 annually) and are encouraged to consider
participating in other Days of Service, as appropriate for their community and program design.
2.4.1.4 Connect people with opportunities to serve. In addition, VGF recipients will be required to utilize
Volunteer Solutions as the web -based recruitment and management system for their VCO. Training and technical
assistance will be provided to local communities to enable them to effectively utilize this system to increase their
capacity to recruit and match volunteers to meaningful roles based on skills and interests. Develop and implement
a youth service- learning program. Service- learning is an intentional process which connects service with specific
learning goals for the purpose of meeting community needs, engaging young people in a meaningful way with
service and providing leadership and voice to young people.
2.4.2 Volunteer Generation Fund grantees will be expected to become active participants in the Volunteer Centers
of Iowa (VCI), as a way to continue to expand the capacity of the VCO and for training, mentoring, best practice
sharing and on -going professional development.
2.4.3 Volunteer Generation Fund grantees will be expected to submit quarterly and other reporting as required. It is
anticipated that quarterly reporting will be required throughout the grant period. Reports will collect information
such as: number of volunteers connected, areas in which the volunteers are serving, number of hours served by
volunteers, perceived value of the VCO by nonprofit organizations, partnerships established, trainings offered,
increase in knowledge from trainings, volunteers retained, benefits of VCO affiliation, etc.
2.4.4 Trainings and Technical Assistance Sessions. Grantees are expected to fully participate in all trainings and
technical assistance sessions required by ICVS. These sessions will be developed with the input of the grantees
and will be designed to help strengthen capacity to effectively manage a VCO. A variety of training methods will be
utilized, including webinars, conference calls, ICN and other means that will maximize the value of the training and
be respectful of time away from the office. However, for the purposes of forming a collaborative network of
organizations, at least some face -to -face meetings will be expected on an annual basis. To the extent possible, we
will work to combine these with other training opportunities.
5
2.4.5 Anticipated project goals. The following targets (detailed in the chart below) have been established,
collectively, for all grantees of the Volunteer Generation Fund. At the time of award, ICVS will negotiate
appropriate individual targets with organizations, based on their capacity.
G3- Number of community volunteers recruited by CNCS- supported
1 3.1 Output organizations or National Service participants 4000
Of community volunteers recruited how many were of the following
2 Demo categories:
# of disadvantaged children and youth leveraged as volunteers
# of college students leveraged as volunteers
# of baby boomers leveraged as volunteers
# of leveraged volunteers serving on disaster response and
preparedness
Internal # of volunteers participating in Days of Service
G3-
Number of community volunteers managed by CNCS- supported
3 3.2 Output
organizations or National Service participants 1575
How many of these community volunteers managed were new
4 Demo
volunteers
Of community volunteers managed how many were of the following
5 Demo
categories:
# of disadvantaged children and youth leveraged as volunteers
# of college students leveraged as volunteers
# of baby boomers leveraged as volunteers
# of leveraged volunteers serving on disaster response and
preparedness
# of volunteers participating in Days of Service
Of the individuals served through the projects with managed
Demo
volunteers, how many were:
# of disadvantaged children and youth served
# of children of incarcerated prisoners
# of individuals mentored
# clients receiving independent living skills
Hours of service contributed by community volunteers who were
G3-
managed by CNCS- supported organizations or National Service
6 3.8 Output
participants 12,000
Of these hours how many hours were served by new community
7 Demo
volunteers
Of these hours how many hours were served by community members
8 Demo
in the following categories:
disadvantaged children and youth leveraged as volunteers
college students leveraged as volunteers
baby boomers leveraged as volunteers
leveraged volunteers serving on disaster response and preparedness
Internal
Days of Service projects
9 Demo
Of the individuals served by these volunteers, how many were:
Disadvantaged children and youth
Children of incarcerated prisoners
Individuals mentored
Clients receiving independent living skills
NPM Type
Training Targets
C.1
SECTION 3 — COMMUNITY NEEDS AND PRIORITY SERVICE AREAS
3.1 COMMUNITY NEEDS
The mission of the Iowa Commission on Volunteer Service (ICVS) is to improve lives, strengthen communities, and
foster civic engagement through service and volunteering. This mission, in part, is carried out by the work of
Volunteer Generation Fund activities in Iowa. ICVS may give special funding consideration to organizations that
propose to conduct activities or programming that address one, or a combination, of the following focus areas
through their Volunteer Connector Organizations. More information about these priorities can be found in the ICVS
State Service Plan (http: / /www.volunteeriowa.org /media /bublications.aspx).
3.1.1 Education. Unmet educational needs within communities, especially those areas that help children and youth
achieve success in school and prevent them from dropping out before high school graduation.
3.1.2 Healthy Futures. Unmet health needs within communities including access to health care, disease prevention,
health promotion initiatives, and health literacy.
3.1.3 Environmental Stewardship. Unmet energy- efficiency and environmental needs within communities. An Iowa
priority is Green Corps, a program(s) that involves youth in major transformative projects emphasizing energy
efficiency, historic preservation, neighborhood development, and storm water reduction and management. Program
details are outlined in the Iowa Administrative Code 817, Chapter 10
(http://www.legis.state.ia.us/aspx/ACODOCS/DOCS/817.10.pd ).
3.1.4 Veterans. Unmet needs of veterans, including members of the Armed Forces who are on active duty, family
members of deployed military personnel and /or engages veterans in service.
Number of organizations that received capacity building services from
CNCS- supported organizations or National Service participants (this
G3-
may include coaching, mentoring, technical assistance, training,
1 3.4 Output
strategic planning, etc.)
350
Number of staff and community volunteers that received training (of
G3-
one or more types) as a result of capacity building services provided by
2 3.5 Output
CNCS- supported organizations or National Service Participants
450
Of these trainings, how many staff and community volunteers were
Internal
trained in the seven effective practices of volunteer management
Of these trainings, how many staff and community volunteers were
Internal
trained in project -based skills
Of these trainings, how many staff and community volunteers were
Internal
trained in other than the categories listed above
NPM Type
Year -end Assessment
Targets,.
Number of organizations implementing three or more effective
volunteer management practices as a result of capacity building
G3-
services provided by CNCS- supported organizations or National
1 3.3 Int
Service participants
280
Number of organizations reporting that capacity building activities
G3-
provided by CNCS- supported organizations or National Service
2 3.10 Int
participants have helped to make the organization more effective
315
Number of organizations reporting that capacity building activities
G3-
provided by CNCS- supported organizations or National Service
3 3.9 Int
participants have helped to make the organization more efficient
315
Number of staff and community volunteers that received training (of
included
G3-
one or more types) as a result of capacity building services provided by
in #2
4 15 Output
CNCS- supported organizations or National Service Participants
above
SECTION 3 — COMMUNITY NEEDS AND PRIORITY SERVICE AREAS
3.1 COMMUNITY NEEDS
The mission of the Iowa Commission on Volunteer Service (ICVS) is to improve lives, strengthen communities, and
foster civic engagement through service and volunteering. This mission, in part, is carried out by the work of
Volunteer Generation Fund activities in Iowa. ICVS may give special funding consideration to organizations that
propose to conduct activities or programming that address one, or a combination, of the following focus areas
through their Volunteer Connector Organizations. More information about these priorities can be found in the ICVS
State Service Plan (http: / /www.volunteeriowa.org /media /bublications.aspx).
3.1.1 Education. Unmet educational needs within communities, especially those areas that help children and youth
achieve success in school and prevent them from dropping out before high school graduation.
3.1.2 Healthy Futures. Unmet health needs within communities including access to health care, disease prevention,
health promotion initiatives, and health literacy.
3.1.3 Environmental Stewardship. Unmet energy- efficiency and environmental needs within communities. An Iowa
priority is Green Corps, a program(s) that involves youth in major transformative projects emphasizing energy
efficiency, historic preservation, neighborhood development, and storm water reduction and management. Program
details are outlined in the Iowa Administrative Code 817, Chapter 10
(http://www.legis.state.ia.us/aspx/ACODOCS/DOCS/817.10.pd ).
3.1.4 Veterans. Unmet needs of veterans, including members of the Armed Forces who are on active duty, family
members of deployed military personnel and /or engages veterans in service.
3.1.5 Opportunity. Unmet needs related to economic opportunity for economically disadvantaged individuals within
communities including financial literacy, housing assistance, job training and nutritional assistance. An Iowa priority
is Summer Youth Corps, a program(s) that involves disadvantaged youth (ages 16 -25) in meaningful service
opportunities that enrich the learning experience, teach civic responsibility, and fulfill unmet community needs.
Program details are outlined in the Iowa Administrative Code 817, Chapter 9 and the legislation. Use the following
links to view the related Code (http: / /www.legis. state. ia. us /aspx /ACODOCS /DOCS /817.9.pdf).
3.1.6 Disaster Services. Unmet community needs for disaster preparation and mitigation, in order to prevent or
reduce the damage caused by disasters, and recovery and response to disasters after they have taken place.
3.2 PRIORITY SERVICE AREAS
ICVS may give special funding consideration to organizations that propose to conduct VGF activities in the
following geographic areas. If this description applies to your project or organization, please include the information
in your application narrative.
3.2.1 Unserved or Underserved Areas of the State. To maximize the capacity building of nonprofit organizations
across Iowa and increasing access of Iowans to meaningful service opportunities, the ICVS has established a goal
of expanding Volunteer Connector Organization programming into unserved or underserved areas of the state,
particularly rural areas and those with significant human service needs.
3.2.2 Community -Based Programs or Rural /Small Town Intermediaries. Programs that are part of a comprehensive
community strategy and /or programs that aim to make members available to rural areas or small communities by
serving as an intermediary to provide VCO coverage to a region or multi- county area.
SECTION 4 — PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
4.1 GENERAL REQUIREMENTS
4.1.1 RFA RESPONSE: Organizations who successfully submit the following items by the deadlines noted within
the RFA will be considered applicants for Volunteer Generation Funding:
a) Application (both electronic and hard copy versions), including budget
b) Additional submission documents
The Iowa Grants Management (www.lowaGrants.gov) system is the official application system, therefore
applications that are not entered in the Iowa Grants Management system by the deadline will not be considered.
Proposals lacking key information or that are substantially incomplete will be rejected by the ICVS. Applicants
should carefully review the Proposal Checklist (Section 10) to ensure that all required times are submitted.
Applicants should consider submitting their application in advance of the deadline to allow additional time to submit
any missing documentation.
The deadline for submission of proposals is 3:00 p.m. CST on August 17, 2012. Hard copy applications and
required attachments must be received on or before this deadline.
4.1.2 PROPOSAL PREPARATION
A. All proposals for development of new VCO must include the name "Volunteer Center" in the title of the
program /project.
B. All proposals become the property of ICVS and shall not be returned to the applicant.
C. All proposals shall be placed in the public domain and are available upon request for inspection by interested
parties at the conclusion of the selection process.
D. No payments shall be made to cover costs incurred by any applicant in preparation for the submission of this
Request for Proposal (RFA) or any other associated costs.
E. By submission of a proposal, the applicant certifies that:
[]No attempt has been made or will be made by the applicant to induce any other applicant to submit or not
to submit a proposal for the purpose of restricting competition;
UApplicant is not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transaction by any federal or state department or agency.
W
UApplicant has reviewed the IEDA grant agreement and does not foresee any challenges with entering into
such an agreement for management of the Volunteer Generation Fund grant.
F. The original proposal submitted to ICVS must be signed by an authorized representative of the applicant
organization.
4.1.3 GRANT WRITING GUIDANCE
4.1.3.1 Lead from your program strengths and be explicit. Do not make the mistake of trying to stretch your
program description to fit each priority articulated in the RFA. Focus only on the priorities that apply to your
program.
4.1.3.2 Explain how. Do not just state that you will do something; rather state how you will do it.
4.1.3.3 Link efforts to outcome. Clearly illustrate how activities will positively impact the identified community
needs.
4.1.3.4 Be clear and succinct. Reviewers are not interested in jargon, boilerplate, rhetoric, or exaggeration. They
are interested in learning precisely what you intend to do, and how your project responds to the selection criteria
presented below.
4.1.3.5 Don't make assumptions. Even if you have received funding from ICVS in the past, do not assume your
reviewers know anything about you, your program, your partners, or your beneficiaries.
4.1.3.6 Use an impartial proofreader. Before you submit your application, let someone who is completely
unfamiliar with your project read and critique the project narrative.
4.1.4 Fiscal Pre Assessment. All applicants should complete the Financial Management Survey document and
submit it with their submission documents. In addition, applicants who submit a proposal in response to this RFA
may be subject to a fiscal pre- assessment review by the Iowa Commission on Volunteer Service. This includes a
review of the financial systems and capabilities of the organization to adequately account for management of
federal funds. ICVS will work with the program after the review and, in advance of the award, to address any
financial inadequacies that are uncovered. Applicants who are unable to meet financial management requirements
during the pre- assessment and response phase may be declined funding by ICVS.
4.1.5 REPORTING AND EVALUATION REQUIREMENTS: All funded programs must develop a system for
collecting and analyzing program data in a consistent and reasonable manner on an ongoing basis. Programs will
be required to submit programmatic progress, periodic expense and financial status reports, closeouts, and other
requested reports as described in the grant agreement.
W AlaaI[f_tiii[Q0lI►I&71i9 /_A 0 [a] 0
4.2.1 All applicants should submit their application as detailed within this RFA.
4.2.2 All applicants submit their proposals in the electronic grant system, Iowa Grants Management System at
www.IowaGrants.gov. Applicants must create a new account, if none already exists. The ICVS recommends that
applicants do this in advance of the proposal due date to ensure that adequate time is allowed for grant entry and
editing.
4.2.3 How to start an IowaGrants application (all applicants): From the IowaGrants homepage, search for available
funding opportunities. Choose Volunteer Generation Grant 2012. Then login or register in order to start entering the
application information. At the time of registration, please select — Volunteer Generation Fund as your program
area of interest to expedite approval of your account.
9
4.2.4 Additional Submission Items: (See Section 10 Proposal Submission Checklist.) The following supporting
documentation should be submitted to the ICVS via the IowaGrants system. Do not submit other materials as they
will not be reviewed or considered as part of the application review process.
A. List of members of organization's board of directors or governing body.
B. Completed ICVS Financial Survey document, including a copy of most recent agency audit or financial
review.
C. Organizational chart: Show where the Volunteer Generation Fun rd program would fit, including whether the
intention would be to assign project management to a current staff member or to hire new staff.
D. List of proposed project locations, including geographic service area, regional satellites (if applicable) and
name of host agency /organization.
E. List of organizations, individuals, government officials with whom applicant has discussed this application
and proposal and who the applicant views as partners for this project. Include the anticipated role of the
partner on this list.
F. A minimum of two letters of support from community partners detailing specific information. (Maximum of
five letters of support.) The letter of support should include the following information: how the
organization /individual will help to fulfill the goals and objectives associated with this proposal, how the
organization /individual has been involved in the planning process for the VCO, and, if the organization is a
nonprofit organization, the commitment to utilize the Volunteer Solutions system as a way to recruit and
manage volunteers.
SECTION 5 — APPLICATION INSTRUCTIONS — VOLUNTEER GENERATION FUND
The narrative and budget should address the statements and questions listed below. In writing the program
narrative please refer to the specifics detailed throughout this RFA. In evaluating your application for funding,
reviewers will consider your plans for developing or expanding the VCO, the capacity of the identified organization
to support the plans as outlined, the program design, whether it meets the four key functions described above, its
plans to design programming to increase sustainability and meet local community needs and the proposed
program's cost - effectiveness and budget adequacy.
5.1 Program Design Collaborations and Program Development — 50 %.
Applicants should not only discuss goals, objectives, and program structure for the contracted timeframe, but also
outline long term programmatic goals and outcomes for sustainability.
5.1.1 Discuss the anticipated structure, service area and service structure for your VCO. For example, if you
anticipate serving a regional or multi- county area, how will you ensure high quality support for volunteers and
nonprofits throughout the service area? If you anticipate a benefit to another state (outside of Iowa), please
describe such benefits in this section.
5.1.2 Describe any current relationships or partnerships your organization has with nonprofit agencies and other
community partners and how you will build upon these relationships. What are your plans to involve additional
partners in development/expansion of the VCO?
5.1.3 Detail how you have gathered input from the community about this project and how the input has informed the
application. Be specific in explaining which community partners and stakeholders were involved, what roles they
played, and their responsibilities.
5.1.4 Share your approach to carry out the four key functions of a Volunteer Connector Organization. Provide
details on implementation of the required activities noted below.
5.1.4.1 Engage volunteers as part of the solution to community problems such as volunteer management for
unaffiliated volunteers during times of disaster.
5.1.4.2 Increase capacity for organizations to engage volunteers in meaningful service. Conduct Volunteer
Management Training; convene volunteer manager group, and how you evaluated engaging volunteers in CNCS
focus areas.
m
5.1.4.3 Promote volunteering. Community volunteer recognition program. Describe plans to participate in Days of
Service, particularly MLK Day and 9/11 Day of Service and Remembrance.
5.1.4.4 Connect people with opportunities to serve. Youth -led service - learning.
5.1.5 Outline your approach to developing and carrying out specific programming designed to meet community
needs.
5.1.6 Measureable Outputs and Outcomes. ICVS has established specific targets, identified in Section 2.8 of this
RFA. Describe, specifically, how your proposed project will contribute towards these goals over the 18 -month
period. Grantees are required to use Volunteer Solutions as its web -based volunteer recruitment and management
system.
5.2 Organizational Capacity - Ability to provide sound fiscal and programmatic oversight - 30%
5.2.1 Provide a brief history of your work as an organization, including the year your organization was established.
In addition, describe how the work of a VCO connects to the organizational mission and advances the goals of the
agency.
5.2.2 Provide specific examples of your organization's experience and past accomplishments in the proposed areas
of activity and your experience operating and overseeing a program comparable to the one proposed. Discuss
expertise in building relationships, partnerships and collaborations such as are needed a successful VCO.
5.2.3 Identify the key program and fiscal positions responsible for your proposed program, and the percent of time
dedicated to the program. If you anticipate changing the structure or nature of positions over the course of the 18-
month period, be sure to outline any changes.
5.2.4 Describe your capacity to manage a federal grant and to provide onsite monitoring of financial and other
necessary systems. Provide examples of other federal grants received, including amount and duration. What
infrastructure has your organization developed to ensure effective project oversight?
5.3 Budget Adequacy — 20 %.
5.3.1 Describe why this amount is adequate and necessary to be effective in supporting your VCO, including how it
is sufficient to support the proposed activities and is linked to your anticipated outputs and outcomes.
5.3.2 Demonstrate how your program has been successful in obtaining diverse non - federal support.
5.3.3 Discuss the non - federal commitments (in -kind and cash) that you have obtained, the additional commitments
you plan to secure and how they will be used to support this project. The budget will also require that you list the
source of your match funds.
SECTION 7 — BUDGET INSTRUCTIONS
7.1 BUDGET: Submit an 18 -month budget in the lowagrants system, The budget should be sufficient to perform
the tasks described in the proposal narrative. Do not include unexplained amounts for miscellaneous or
contingency costs or unallowable expenses such as entertainment costs. Round all figures to the nearest dollar.
The narrative must be completed for funds requested from the VGF under "federal" and for all other matching funds
under "grantee ". For each line item, a full explanation must be provided in the budget narrative that specifies the
purpose, cost basis, and calculation.
7.2 BUDGET PREPARATION: The detailed budget must provide a full explanation of associated costs including
their purpose, justification, and the basis of your calculations. Budgeted costs should be relevant to the activities
described in the narrative section of the grant. As appropriate, calculations should be presented in an equation
format, identifying the number of persons involved with the event, the per person /unit cost, and /or the annual salary
cost.
I[
7.3 SUMMARY OF BUDGET REQUIREMENTS:
7.3.1 Volunteer Generation Fund Award Amounts. The maximum award amounts for new VCO development are
$70,000 for an 18 -month contract.
7.3.2 Volunteer Generation Fund Matching Amounts. Local match requirements are 20 %. Matching resources
may be cash or in -kind or a combination of both. However, grantees should be mindful that all matching resources
must meet federal financial standards and be appropriately documented.
7.3.3 Equipment costs must not exceed 10% of the total federal share.
7.3.4 Administrative costs must not exceed 5% of the total federal share requested.
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7.4.1. Personnel Expenses. Include the portion of principal staff time attributed directly to the operation of the
community collaborative project. List each staff position.
7.4.2. Personnel Fringe Benefits. Include costs of benefit(s) for staff listed in Section A. You can identify and
calculate each benefit or show cost as a percentage of all salaries. You must include FICA, Worker's
Compensation, and Unemployment Insurance for all applicable staff.
7.4.3 Travel. Describe the purposes for staff travel. Costs allowable are transportation (limit - organizational
reimbursement rate), lodging ($69.00 per night limit), subsistence ($31 per day limit), and other related expenses
for local and outside the project area travel. Calculations must be included. Example: Staff travel to VCI meetings
— 1 staff x $.50 per mile x 500 miles = $250.00
7.4.4 Equipment. Equipment is defined as tangible, non - expendable personal property having a useful life of more
than one year AND an acquisition cost of $5,000 (five thousand) or more ep r unit (including accessories,
attachments, and modifications). Include items that do not meet this definition in 7.4.5. Supplies below. Purchases
of equipment are limited to 10% of the total grant amount, i.e., the federal share of all budget line items. If
applicable, show the unit cost and number of units you are requesting.
7.4.5 Supplies. Include the funds for the purchase of consumable supplies and materials. You must individually list
any single item costing $1,000 (one thousand) or more. Example: office supplies: (pens, paper, binders, folders,
flash drives) x 2 staff x $200.00 per year = $400.
7.4.6 Contractual & Consultant Services. You may include costs for consultants related to the project's
operations. Payments to individuals for consultant services under this grant may not exceed $400 per day
(exclusive of any indirect expenses, travel, supplies, etc.). Where applicable, indicate the daily rate for consultants.
Example: $400 x 1 consultant x 3 days professional development for consortium members = $1,200.
7.4.7 Training. Include the costs associated with training of staff working directly on the project; especially training
that specifically enhances staff project implementation and professional skills. Indicate daily rates of consultants,
where applicable. Example: staff training: registration fees $250, lodging $69 x 1 night, $31 for food costs x 2 days
_ $377.
7.4.8 Other Program Operating Costs. Allowable costs in this category may include volunteer background
checks, and office space rental (for sites where projects are operating, utilities, and telephone and Internet
expenses that are specifically used for VCO). If shared with other projects or activities, you must prorate the costs
equitably. List each item and provide a justification in the budget narrative.
12
7.4.9 Administrative. Definitions: Administrative costs are general or centralized expenses of the overall
administration of an organization that receives federal funds and do not include particular project costs. These
costs may include administrative staff positions. For organizations that have an established indirect cost rate for
federal awards, administrative costs mean those costs that are included in the organization's indirect cost rate
agreement. Such costs are generally identified with the organization's overall operation and are further described in
Office of Management and Budget Circulars A -21, A -87, and A -122. The Corporation's share of administrative
costs is limited by statute to 5% of the total federal funds actually expended under this grant.
7.4.10 Source of Match. Describe the grantee match contribution by clearly indicating the source(s), the type of
contribution (cash or in- kind), the amount (or estimate), and the intended purpose of the match. You may enter this
information in any category in the Purpose - Calculation field.
7.4.11 Matching Requirement. Please verify that your grantee match equals at least 30 %. If using the
recommended template, your total match percentage will be calculated at the bottom of the worksheet. During
grant operations, match must be adequately documented and be based on actual costs, expenses and time spent.
SECTION 8 — EVALUATION OF PROPOSALS
8.1 5.1 GRANT REVIEW: ICVS staff will review all applications to ensure that application guidelines are met and
that appropriate attachments and supporting documents are included. Staff will review all grants meeting the
minimum requirements and evaluate the program design, organizational capacity, cost - effectiveness /budget
adequacy and any other elements as required in the RFA. In addition, ICVS staff will evaluate applications to
determine whether they meet state /national priorities, represent underserved or unserved areas of the state
(including those with scarcity of philanthropic and corporate resources), demonstrate innovation, build diversity of
Iowa's portfolio of programs as far as need served, members targeted for recruitment or other factors.
The most promising grants based on staff recommendations, along with the applications most consistent with
national priorities, become a part of the proposed 2012 VGF portfolio. This information is provided to the Program
Development Committee (PDC) of the ICVS, the Commission's policy making body. The Program Development
committee will also make a determination about whether an application meets an identified state or national priority.
In cases where all other things are equal, the PDC may give priority to an application related to a state or federal
priority. Combined, these factors will be considered by the PDC before making a recommendation to the full
commission regarding grant funding.
8.1.2 NOTICE OF AWARD: Notice of the intent to award a contract will be sent by email to all selected applicants
that submitted a proposal within the specified timeline. The notice will inform all applicants that the proposals are
public documents.
SECTION 9 - ACCEPTANCE OF TERMS AND CONDITIONS
9.1 Submission of a proposal will constitute acceptance of terms, conditions, criteria, and requirements set forth in
this RFA and operate as a waiver of any and all objections to the contents of the RFA.
9.1.2 ICVS staff reserves the right to negotiate any and all aspects of the grant application, including performance
measures, funding amounts, program components, and training requirements, at any time prior to issuance of the
grant agreement, including during the grant submission, review and negotiation periods.
9.1.3 ICVS reserves the right to accept or reject any exception taken by an applicant to the terms and conditions of
this RFA or grant agreement. Should the successful applicant take exception to the terms and conditions required
by ICVS, the successful applicant's exceptions may be rejected and ICVS may elect to terminate negotiations with
that applicant. However, ICVS may elect to negotiate with the successful applicant regarding terms that do not
materially alter the substantive requirements of the grant agreement, RFA or contents of the applicant's proposal.
9.1.4 Results of the review process or changes in federal or state law may require additions or changes to final
grant agreement requirements.
13
SECTION 10 — PROPOSAL SUBMISSION CHECKLIST
All items listed below must be submitted as part of the overall proposal.
Iowa Volunteer Generation Fund State Grant Application
❑ Application submitted in Iowa Grants.
Include in grant:
❑ For newly developed Volunteer Connector Organizations, the name "Volunteer Center" must be included in
the title of program /project
Ll
Supporting Documentation (Include in IowaGrants)
❑ List of members of organization's Board of Directors or governing body
❑ ICVS Financial Survey, including copy of most recent agency audit or financial review
❑ Organizational Chart (showing where Volunteer Generation Fund program would fit, including whether the
intention would be to assign the project management to a current staff member or hire new staff)
❑ List of Proposed Project Sites, including geographic service area, regional satellites (if applicable) and
name of host agency /organization.
❑ List of organizations, individuals, government officials with whom applicant has discussed this application
that the applicant views as partners for this project. Include the anticipated role of the partner on the list.
❑ Minimum of two letters of support from community partners (up to five letters will be accepted). Letters of
support should detail: how the organization /individual will help to fulfill the goals and objectives associated
with this proposal, how the organization /individual has been involved in the planning process for the VCO,
and, if the organization is a nonprofit organization, the commitment to utilize the Volunteer Solutions
system as a way to recruit and manage volunteers.
SECTION 11 — FREQUENTLY ASKED QUESTIONS
11.1 GENERAL INFORMATION
What is the Iowa Commission on Volunteer Service?
ICVS is the administrative agent of Iowa Volunteer Generation Fund grants. The mission of the ICVS is to improve
lives, strengthen communities, and foster civic engagement through service and volunteering. ICVS works to fulfill
this mission through a number of programs, projects and activities focused on service and volunteerism.
What is the grant timeframe?
The grant period for the VGF funds is approximately 18 months, based on satisfactory performance as evaluated at
the reporting periods. It is anticipated that grant awards will be effective on September 1, 2012 through February
28, 2014.
Who is eligible to apply?
Educational institutions, local government entities, state agencies, and nonprofit agencies that have 501 (c) 3 status
(including labor and faith -based organizations) and have been in existence for at least two years are eligible to
apply for funding. Applicants using this RFA must intend to operate their program wholly within the state of Iowa.
Any of the organizations listed above may also apply as an intermediary, with an intent to manage VCO through
partner organizations in Iowa.
How does the grant review and selection process work?
State Review Phase I: Staff will review all applications to ensure that application guidelines are met and that
appropriate attachments and supporting documents are included. Staff will review all grants meeting the minimum
requirements and evaluate the program design, organizational capacity, cost effectiveness /budget adequacy and
any other elements as required in the application instructions. In addition, ICVS staff will evaluate applications to
determine whether they meet state /national priorities, represent underserved or unserved areas of the state
(including those with scarcity of philanthropic and corporate resources), demonstrate innovation, build diversity of
VGF programs such as replicable models; addressing CNCS focus areas, etc.
14
Decisions to provide reduced funding will be negotiated with applicants by ICVS staff based on Commission
decisions. Following negotiations, applicants will be required to make the agreed -upon changes in the lowagrants
system.
Does our project have to offer programming in one of Corporation for National and Community Service's
focus areas?
No, however, the CNCS service categories are broad enough to offer a variety of program options to meet
community needs. In addition, Iowa has identified the Summer Youth Corps and Green Corps as priorities. Also,
programs that work with unserved or underserved communities in Iowa are a state priority. Please see the State
Strategic Plan for details on Iowa priorities.
Where can I get additional information?
More information can be found on the ICVS website at www.volunteeriowa.ora.
11.2 ADMINISTRATION
Is there administrative funding available?
Yes, 5% is the maximum federal share that can be requested for administrative expenses. This should be
calculated as 5% of the federal share of costs and listed on the budget under the "administrative costs" line item.
Can we build in other administrative costs, such as administrative staff and office space?
Yes. Staff, office space, phones, supplies, etc. are allowable costs under the grant. These items may be used as a
source of matching resources for the grant, with appropriate documentation and under the appropriate federal cost
principles.
How much time is needed to manage the VCO development activities?
Depending on organizational structure and size, approximately 50% of Iowa Volunteer Centers utilize a full -time
director, while the other half engage a part -time, paid, director. We are open to looking at additional models based
on the program design of the grant. Through this grant process, we plan to conduct evaluations of the various
program models to determine the factors that contribute most directly to the success of the projects. We expect
that staffing will be one of the areas of evaluation; we hope that this will enable us to provide better guidance on
appropriate staffing structures for VC development.
11.3 BUDGET
How much funding should our agency anticipate for a Volunteer Generation Fund State grant in Iowa?
Volunteer Generation Fund grants will be awarded in amounts of up to $70,000 for VCO development.
How are funds dispersed under this grant?
Funds are dispersed on a reimbursement basis. After costs are incurred by the organization, a reimbursement
request and claim form is submitted to ICVS for payment. It generally takes approximately three weeks for
payment to be issued.
Can the program costs match be in -kind?
Yes, federal matching requirements for VGF allow matching resources for the Volunteer Generation Fund to be in-
kind, with acceptable documentation.
Can the value of the volunteer hours generated under this grant be counted as match?
No, because the primary purpose of this grant is to generate volunteers, the value of their volunteer hours is not
considered an acceptable source of match. However, in cases where professionals are providing their services on
a pro bono basis, such as an accountant who does your organizational books or an attorney who provides legal
advice, the hours and value of these services may be allowable, as detailed in the federal cost principles. If you
have questions about specific services or activities, please raise the issue during the technical assistance calls.
15
Are there other budgetary restrictions?
Yes. As a federally funded program, limitations are outlined in the federal cost principles and relevant Office of
Management and Budget (OMB) Circulars, based on the type of organization receiving the federal funds.
11.4 ICVS SUPPORT
What types of training and technical assistance will be available for this grant?
ICVS plans to provide comprehensive training to assist organizations in developing a solid foundation for nonprofit
management and key volunteer management issues. We will evaluate where the organizations are at the time of
application and provide targeted training based on organizational needs. We will strive to provide free or very low -
cost training as much as possible, using webinars, conference calls and other electronic options for meetings. In
addition, ICVS staff will provide on -going assessments, technical assistance and guidance to programs in
improving program operations and in addressing challenges.
What other activities will be supported by VGF?
Through the VGF grant, ICVS will have a staff person committed to strengthening the volunteer infrastructure in
Iowa. This staff member will oversee the VGF grants and participate in other activities designed to support the
goals and activities of VGF from a statewide perspective. In addition, ICVS will have an evaluation conducted of
the VGF activities undertaken under this grant competition. We will work with an evaluator to help us replicate .
effective program models, identify innovative components of the projects, learn from our mistakes and capitalize on
the best practices. ICVS also intends to conduct targeted marketing and outreach efforts to recruit volunteers.
Over the contract period it is anticipated that the local VCOs will have strengthened capacity at local organizations
and increased the opportunities posted on Volunteer Solutions, in order to handle an influx of volunteers.
How does ICVS view its role in this grant?
ICVS sees itself as a partner with VCOs and nonprofit organizations in Iowa. Of course, we also have a fiscal
responsibility to ensure that the grant funds appropriated are appropriately managed. We take our responsibilities
for stewardship of federal funds seriously and will provide regular monitoring and oversight for programs funded
under this grant.
What is ICVS hoping to accomplish with this grant?
We believe that VCOs have an important role to play in professionalizing the role of volunteer manager and
strengthening volunteer management at nonprofit organizations — we intend to partner with them in this endeavor.
Throughout the process, we will look to soliciting input from stakeholders and grantees to improve the process and
provide appropriate technical assistance and training supports. We feel that the state will benefit from an effective
volunteer infrastructure and desire to learn and promote the outstanding volunteer managers, volunteer
engagement activities, and volunteer recruitment, training and retention practices carried out by Iowa's nonprofit
sector.
16
Attach supporting documentation
to the back of this form S TA TE 01F IOWA GAX
BUDGET FY
General Accounting Expenditure
DOCUMENT NUMBER
DATE
ACCTG PERIOD (mm /yy)
2013
VtNUOR
GU Diz
ML
VENDOR NAME AND ADDRESS
BILL TO ADDRESS (ORDERING AGENCY)
SHIP TO ADDRESS
City of Dubuque
Iowa Commission on Volunteer Service
Kelly Larson
200 E. Grand Ave.
4962 Twilight Drive
Des Moines, Iowa 50309`
Dubuque, IA 52001
Attn. Julie Struck
PERFORMED
DATE INITITALS
VE DOR S INVOICE NUMBER
QUANTITY
ORDERED,
RECEIVED
UNIT OF
UNIT PRICE!
TOTAL PRICE ,
MEASURE
Request for payment under contract
number 12- VGF -N6
DOCUMENT TOTAL
CLAIMANT'S CERTIFICATION
AGENCY CERTIFICATION
I CERTIFY THAT THE ITEMS
FOR WHICH PAYMENT IS CLAIMED WERE FURNISHED FOR STATE
I CERTIFY THAT THE ABOVE EXPENSE WERE INCURRED AND THE AMOUNTS ARE
BUSINESS UNDER THE AUTHORITY
OF THE LAW AND THAT THE CHARGES ARE REASONABLE,
CORRECT AND SHOUD BE PAID FROM THE FUNDS APPROPRIATED BY:
PROPER, AND CORRECT, AND NO PART OF THIS CLAIM HAS BEEN PAID.
CODE OR CHAPTER SECTION(S)
DATE
TITLE
CLAIMANT'S SIGNATURE
AUTHORIZED SIGNATURE
THE FOLLOWING FIELDS
ARE FOR STATE ACCOUNTING
USE ONLY.
DOC TYPE
DOC NUMBER
DOC DATE
ACCTG PRD
BUDGET
ACTION
PO SHIP
INT
INT SELLER
INT SELLER
(GAX)
FY
I
NEW /MOD
INSTR
IND
FUND
AGCY
GAX
13
VENDOR CODE
ADDR OVERRIDE
F/A INDICATOR
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2128728
REF DOC TYPE
REF DOC NUMBER
REF DOC LINE
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VEND INVOICE # COMMODITY CODE
GS CONTRACT
LINE
FUCYD
AGCY.
-.'ORG
SUB
,ACTV °
` PUNC,"
' OBJT
SUB
;JOB
NUMBER .`
REP CAT
QUANTITY/
I(D.
,',' DESCRIPTION!
"AMOUNT
01
0369
269
36VG
12
4125
02
03
04
05
06
07
DOCUMENT
TOTAL
GAX
WARRANT # AUDITED BY
I
PAID DATE
Please complete the following information:
Legal Applicant:
Audit Company Name:
Auditor Name:
Phone Number:
Fax Number:
Auditor's Address:
Agency Fiscal Year:
Month during which audit is conducted:
Month during which audit report is released:
Please note that submission of an annual agency audit is a requirement of the grant agreement.
Agencies should submit one copy of the agency audit to the commission within 30 days of its
release.
Our organization uses,.the following accounting system:
The following individuals are designated to sign reimbursement vouchers for the above -
referenced contract.
The signatures below are effective as o£
Signature l:
Print Name:
Signature 2:
Print Name:
Please provide contact information for the person who is primarily responsible for handling
financial management of the AmeriCorps program:
Name:
Mailing Address:
Phone Number:
Email:
** The commission should be notified within five (5) days at 800 - 308 -5987 if any information on this form changes.
Duly Authorized Representative
Return to:
Iowa Commission on Volunteer Service
Attn. Julie Struck
200 E. Grand Avenue �
Des Moines, IA 50309
RE: Contract Number:
Legal Applicant:
The following individual(s) are designated to enter into contracts or other legal agreements on
behalf of the legal applicant named above.
Signature 1:
Print Name:
Signature 2:
Print Name:
Effective Date:
4/0'0)-
Please provide contact information for the person(s) who has primary authority to enter into
binding agreements:
Name:
Mailing Address:
Phone Number:
Email:
* *The Commission should be notified within five (5) days at 800 - 308 -5987 if any information on this
form changes