AmeriCorps Partners in Learning Grant Award 12-AC-13THE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: AmeriCorps Partners in Learning Grant Award 14-15
DATE: July 29, 2014
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
Leisure Services Manager Marie Ware is requesting City Council to authorize the City
Manager's execution of the grant agreement for $206,372 for the period September 1,
2014, to August 31, 2015 with the Iowa Commission on Volunteer Service.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
7.-
Mic ael C. Van Milligen
bc./114X tvii
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Marie Ware, Leisure Services Manager
THE CITY OF
Dui
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: AmeriCorps Partners in Learning Grant Award 14-15
DATE: July 29, 2014
INTRODUCTION
Dubuque
kittrel
All -America City
r
2007 • 2012 • 2013
The purpose of this memorandum is to request the City Council to authorize the City
Manager's execution of the attached grant agreement with the Iowa Commission on
Volunteer Service for the City of Dubuque AmeriCorps Program including Disaster
Deployment.
BACKGROUND
The City of Dubuque's Partners in Learning AmeriCorps Program has been awarded a
grant from the Corporation for National and Community Service. The grant is for the
period of September 1, 2014 to August 31, 2015. It will provide a grant of $206,372.
The source of match funding is a match from AmeriCorps sites and in kind match for
administration and training. This grant was funded through federal dollars and is year
one of a three-year grant cycle. The program is directed by Interim Director Corrine
Kroger. The hiring process for the Director's position is near completion.
The AmeriCorps grant was completely rewritten this year to focus on the Grade Level
Reading Campaign. The City Council's priorities include work on the campaign. This
focus now allows more AmeriCorps members to be placed in the schools working with
students to raise their reading proficiency. This work is in line with the Community
Solution Action Plan and efforts around the collective impact model related specifically
to Grade Level Reading.
Thirty-two AmeriCorps members will serve in thirteen elementary schools within the
Dubuque Community School District. They will work on supplementary reading
instruction with Kindergarten through third graders three times a week. This will allow
600 at risk children to receive reading support. Additionally, eight AmeriCorps members
will serve students in the summer in four neighborhood parks through Leisure Services
providing educational programming; two members will serve at Carnegie -Stout Public
Library in summer reading programs; and three will serve at St. Mark's Youth
1
Enrichment to provide reading interventions for their summer programming. One
member will serve the Multicultural Family Center in teen programming through the
school year and four members will serve with the Multicultural Family Center's Summer
Future Talk Program.
The AmeriCorps program has seen highly successful results in its 14 year history. The
lives of many people in Dubuque have been touched by AmeriCorps members.
Training for the incoming AmeriCorps members takes place in September with
placement right after that.
Our AmeriCorps program has been part of an Iowa AmeriCorps Disaster Cadre.
Volunteers from our 14-15 AmeriCorps members would be trained to respond to
disasters or assist in recovery efforts. Their special training will allow them to spend a
week assisting another community or area. This group from across the state would also
be available to Dubuque should we need them. As you recall two years ago we had two
members assist with Disaster Recovery for two weeks in New York. This effort trains a
core of AmeriCorps members to better the state's preparedness for disaster.
RECOMMENDATION
I recommend authorizing the City Manager to sign attached grant agreement with the
Iowa Commission on Volunteer Service.
MLW:et
cc: Corrine Kroger, Interim AmeriCorps Director
Barry Lindahl, City Attorney
2
IOWA COMMISSION ON VOLUNTEER SERVICE
AmeriCorps GRANT AGREEMENT
GRANT NUMBER: 14 -AC -14
AWARD DATE: September 1, 2014
AWARD AMOUNT: $206,372
GRANTEE FED. ID. #: 42-6004596
THIS AmeriCorps AGREEMENT is made by and between the IOWA COMMISSION ON
VOLUNTEER SERVICE, 200 East Grand Avenue, Des Moines, Iowa 50309 ("Commission" or
"ICVS"), an agency of the State of Iowa, and the City of Dubuque ("Grantee"), 50 West 13th
Street, Dubuque, IA 52001, a city government.
The Commission desires to make a grant to the Grantee and the Grantee desires to accept this
grant, all upon the terms and conditions set forth in this Agreement.
THEREFORE, in consideration of the mutual promises contained in this Agreement and other
good and valuable consideration, it is agreed as follows:
ARTICLE I
DEFINITIONS
As used in this Agreement, the following terms shall apply:
1.1 ACT. "Act" means the National and Community Service Act of 1990 (42 U.S.C. 12501 et
seq.), as amended by the Serve America Act, (42 U.S.C. S.12501 et seq.).
1.2 AWARD DATE. "Award Date" means the date on which the Commission approved the
grant award.
1.3 GRANT AGREEMENT or AGREEMENT. "Grant Agreement" or "Agreement" means
this Agreement and all of the exhibits, attachments and documents referred to in the Agreement
and all other instruments or documents executed by the parties or otherwise required in
connection with the Agreement.
1.4 PROJECT. "Project" means the detailed description of the work, services, and other
obligations to be performed or accomplished by the Grantee as described in this Agreement and
the AmeriCorps application approved by the Commission.
1.5 PROJECT COMPLETION DATE. "Project Completion Date" means August 31, 2015
and is the date by which the Project tasks shall have been fully accomplished including
fulfillment of the obligations identified in Article VI.
ARTICLE II
FUNDING
2.1 FUNDING SOURCE. The source of funding for the Grant is a grant from the Corporation
for National and Community Service ("Corporation" or "CNCS") [Code of Federal Domestic
Assistance (CFDA) 94.006] for the AmeriCorps Program. The Grantee shall comply with the
requirements, conditions and rules of the Corporation, Commission and any other public or
private entity having authority over the funds or the Grant.
14 -AC -14
Page 2
2.2 RECEIPT OF FUNDS. All payments under this Agreement are subject to receipt by the
Commission of sufficient funds for the AmeriCorps Program. Any termination, reduction or
delay of funds to the Commission shall, at the option of the Commission, result in the
termination, reduction or delay of funds to the Grantee.
ARTICLE III
GRANT; TIME OF PERFORMANCE; WORK TO BE PERFORMED
3.1 GRANT. The Commission grants $206,372 for the time period of September 1, 2014, to
August 31, 2015, to the Grantee for AmeriCorps activities.
3.2 WORK TO BE PERFORMED. Subject to the terms and conditions set forth in this
Agreement, ICVS grants funds to the Grantee to perform activities and services as specifically
outlined in Exhibit C entitled "Grant Application" dated April 9, 2014, attached hereto, and
incorporated by this reference, and for such other tasks as ICVS and Grantee may agree to in
writing.
3.3 DISASTER DEPLOYMENT. In the case of a state -declared disaster, Grantee's members
and/or grant -funded staff may be voluntarily deployed as an asset of the state. In case of
deployment, allowable related expenses outside of the scope of the approved Grant Application
may be eligible for reimbursement. All disaster deployments must be approved by ICVS.
Organizations serving as part of the Disaster Services Cadre may also be deployed under the
ICVS Cooperative Agreement with FEMA. The terms of these deployments are covered in
Exhibit I, "Iowa AmeriCorps Disaster Cadre".
ARTICLE IV
CONDITIONS TO DISBURSEMENT OF FUNDS
Unless and until the following conditions have been satisfied, the Commission shall be under no
obligation to disburse to the Grantee any amounts under the Grant Agreement:
4.1 GRANT AGREEMENT EXECUTED. The Grant Agreement shall have been properly
executed and, where required, acknowledged.
4.2 AUTHORITY. Resolution of the Board of Directors authorizing the execution and delivery
of this Grant Agreement and such other papers as the Commission may reasonably request, and
specifying the officer(s) authorized to execute the Grant Agreement and bind the Grantee.
ARTICLE V
REPRESENTATIONS AND WARRANTIES OF GRANTEE
To induce the Commission to make the Grant referred to in this Agreement, the Grantee
represents, covenants and warrants that:
5.1 AUTHORITY. The Grantee is duly authorized and empowered to execute and deliver the
Grant Agreement. All action on the Grantee's part, such as appropriate resolution of its Board of
Directors for the execution and delivery of the Grant Agreement, has been effectively taken.
14 -AC -14
Page 3
5.2 FINANCIAL INFORMATION. All financial statements and related materials concerning
the Grantee and the Project provided to the Commission are true and correct in all material
respects and completely and accurately represent the subject matter thereof as of the effective
date of the statements and related materials, and no material adverse change has occurred since
that date.
5.3 APPLICATION. The content of the application the Grantee submitted to the Commission
for funding is a complete and accurate representation of the Grantee and the Project as of the
date of submission and there has been no material adverse change in the organization, operation,
or key personnel of the Grantee since the date the application was submitted to the Commission.
5.4 PRIOR AGREEMENTS. The Grantee has not entered into any verbal or written contracts,
agreements or arrangements of any kind, which are inconsistent with the Grant Agreement.
5.5 EFFECTIVE DATE. The covenants, warranties and representations of this Article are made
as of the date of this Agreement and shall be deemed to be renewed and restated by the Grantee
at the time of each request for disbursement of funds.
ARTICLE VI
GRANTEE OBLIGATIONS
6.1 AFFIRMATIVE COVENANTS. The Grantee covenants with ICVS that:
a) Project Work and Services. The Grantee shall complete the work and services detailed
in its application.
b) Compliance with Law and Regulations. The Grantee shall comply with the provisions
of the Act, the Corporation's regulations (45 CFR 2510 et seq.), AmeriCorps General
Provisions and all other applicable federal and state laws and regulations.
c) Access to Records. The Grantee shall permit the Commission, Auditor of the State of
Iowa or any authorized representative of the State, and where federal funds are involved,
the Comptroller General of the United States or any other representative of the United
States Government, to access and examine, audit, excerpt and transcribe any directly
pertinent books, documents, papers and records of Grantee relating to orders, 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. In addition to
financial records and supporting documentation, this includes statistical records,
evaluation and program performance data, member information and personnel records
and any other records needed to document compliance with federal requirements and to
justify costs and matching share.
e) Use of Grant Funds. The Grantee shall expend funds received under the Grant only for
the purposes and activities described in its application and approved by the Commission
and in compliance with applicable federal and state law and regulations.
14 -AC -14
Page 4
f) Documentation. The Grantee shall deliver to ICVS upon request, (i) copies of all
contracts or agreements relating to the Project, (ii) invoices, receipts, statements or
vouchers relating to the Project, (iii) a list of all unpaid bills for labor and materials in
connection with the Project, (iv) budgets and revisions showing estimated Project costs
and funds required at any given time to complete and pay for the Project, (v) current and
year-to-date operating statements and (vi) any other such grant -related documents as
requested.
g) Notice of Proceedings. The Grantee shall promptly notify ICVS of the initiation of any
claims, lawsuits or proceedings brought against the Grantee.
h)
ITEM
NO. OF COPIES /
FORMAT
DATE DUE (or working
day before if due date falls
on a weekend or holiday)
Financial Reporting
Signed GAX form
in iowagrants.gov
25th of each month
Claim
in iowagrants.gov
25th of each month
Federal Financial Report (FFR)
in iowagrants.gov
April 25, 2015 and
October 25, 2015
Unexpended Funds Report-
competitive grantees
in iowagrants.gov
April 25, 2015
Unexpended Funds Report -
formula grantees
in iowagrants.gov
June 25, 2015
Final FFR
in iowagrants.gov
Within 60 days of
termination of Grant
Agreement
Audit Report
one copy
See exhibit "A"
Performance Measure & Program Progresss Reporting
Performance Measures
negotiated with ICVS staff
in iowagrants.gov
Within 30 days of Grant
Agreement start date
Performance Measures /
Progress Reporting
in iowagrants.gov
January, 15, 2015; April
15, 2015; October 25,
2015
Final Performance Measures /
Progress Report
in iowagrants.gov
Within 60 days of
expiration or termination
of Grant Agreement
Other Reports
various formats
As contained in the
ICVS Policies and
Procedures Manual or as
notified by ICVS
i) Insurance. Grantee shall maintain insurance and bonds covering the project, or shall
cause such insurance to be maintained. Insurance shall be maintained at no cost to ICVS.
Insurance shall be required of any other parties financing components of the project. The
requirement of insurance under this provision may be met by establishing, to the
satisfaction of ICVS, either of the following: (1) that a policy covering the project is in
14 -AC -14
Page 5
j)
effect with any insurance company of recognized responsibility; or (2) that Grantee
maintains an actuarially sound program of self-insurance sufficient to cover the project.
Grantee shall submit copies of all applicable agreements, certificates, policies or other
documentation requested by ICVS attesting to insurance coverage and any renewals
thereof. The Project shall, at a minimum, be insured and bonded as set forth below:
A) Grantee shall obtain and maintain in effect, or cause to be obtained and
maintained in effect, a crime insurance policy covering the full amount of any
loss or misuse of grant or sub -grant proceeds due to any fraudulent or
dishonest act on the part of any of its employees or members. The crime
insurance policy shall remain in effect at all times for the duration of this
agreement or later if ICVS, at its sole discretion, deems it necessary. The
crime insurance policies shall each clearly specify coverage of losses of the
policyholders and the Commission.
B) The State of Iowa and ICVS shall be named as additional insureds or loss
payees on the crime insurance policies for the Project.
C) All required insurance purchased from private insurance providers must be
issued by companies which have earned at least an "A" rating by A.M. Best
for the most recent three (3) years, are duly licensed, admitted and authorized
to do business in the State of Iowa, or coverage may be provided by a
recognized risk retention pool with a Demotich rating of AAA.
D) The failure to obtain and maintain or the failure to require to be obtained and
maintained any of the bonds or insurance required under this Section 6.1(i)
shall constitute a material breach of this Agreement.
Indemnification. Grantee shall jointly and severally defend, indemnify and hold ICVS
and any federal funding source, its successors and assigns, harmless from and against any
liability, loss, damage or expense, including reasonable counsel fees, which ICVS may
incur or sustain by reason of (a) the failure of Grantee to fully perform and comply with
the terms and obligations of this grant, (b) Grantee's performance or attempted
performance of the Project; (c) Grantee's activities with subcontractors and third parties
related to the Project.
k) Interest and Unexpended Proceeds. The Grantee shall return all unexpended Grant
proceeds and interest accrued on Grant proceeds to the Commission within thirty (30)
days after the agreement expiration date.
ARTICLE VII
DOCUMENTS INCORPORATED BY REFERENCE PRIORITY
7.1 DOCUMENTS INCORPORATED BY REFERENCE. The following documents are
hereby incorporated by reference:
a) Exhibit A, "AUDIT REQUIREMENTS". (attached)
b) Exhibit B, "APPROVED BUDGET", dated April 9, 2014. (attached)
14 -AC -14
Page 6
c) Exhibit C, "GRANT APPLICATION", dated April 9, 2014 on the SF424 form.
(attached) This is also inclusive of the Certifications and Assurances that were agreed to
at the time of application in the federal eGrants system. For your reference, these
assurances and certifications can be found in Exhibit G (AmeriCorps State and National
Application Instructions). The assurances certify agreement to perform all actions and
support all intentions in the Assurances section. The certification indicates agreement to
perforin all actions and support all intentions in the Certification sections of this
application. The three Certifications are: a) Debarment, Suspension and Other
Responsibility Matters, b) Drug -Free Workplace and c) Lobbying Activities.
d) Exhibit D, "FEDERAL REGULATIONS", 45 CFR 2510 et seq. (available at
http://www.nationalservice.gov/sites/default/files/page/AmeriCorps_Regulations 9 111
3.pdf)
e) Exhibit E, "AMERICORPS GENERAL PROVISIONS", 2014 AmeriCorps State and
National Grant Provisions, Effective June 1, 2014. (available at
https://egrants.cns.gov/provisions/Final 2014AmeriCorpsGrantProvisions_ 20140618.pdf)
f) Exhibit F, "ANNOUNCEMENT OF FEDERAL FUNDING OPPORTUNITY", Final
Initial Announcement 1/14/2014, AmeriCorps State and National Grants FY 2014.
(available at
http://www.nationalservice. gov/sites/default/files/upload/2014AmeriCorpsNotice-
FINAL.pdf)
g)
Exhibit G, "APPLICATION INSTRUCTIONS STATE AND NATIONAL
COMPETITIVE NEW AND CONTINUATION", (OMB Control #: 3045-0047,
Expiration Date: 1/31/2017). (available at
http://www.nationalservice.gov/sites/default/files/upload/AppinstructionsFINAL.pdf)
h) Exhibit H, "2014-2015 ICVS AMERICORPS PROGRAM DIRECTOR MANUAL",
AmeriCorps Program Director Manual. (previously provided)
i) Exhibit I, "IOWA AMERICORPS DISASTER CADRE." (attached, if applicable)
7.2 ORDER OF PRIORITY. In the event of a conflict between documents of this agreement,
the following order of priority shall govern:
a) Articles I through X herein
b) Exhibit A, "AUDIT REQUIREMENTS."
c) Exhibit D, "FEDERAL REGULATIONS", 45 CFR 2510 et seq.
d) Exhibit E, "AMERICORPS GENERAL PROVISIONS", 2014 AmeriCorps State and
National Grant Provisions, Effective June 1, 2014.
e) Exhibit B, "APPROVED BUDGET", dated April 9, 2014.
14 -AC -14
Page 7
f) Exhibit C, "GRANT APPLICATION", dated April 9, 2014 on the SF424 form.
g) Exhibit F, "ANNOUNCEMENT OF FEDERAL FUNDING OPPORTUNITY", Final
Initial Announcement 1/14/2014, AmeriCorps State and National Grants FY 2014.
h) Exhibit G, "APPLICATION INSTRUCTIONS STATE AND NATIONAL
COMPETITIVE NEW AND CONTINUATION", (OMB Control #: 3045-0047,
Expiration Date: 1/31/2017).
i) Exhibit H, "2014-2015 ICVS AMERICORPS PROGRAM DIRECTOR MANUAL",
AmeriCorps Program Director Manual.
j) Exhibit I, "IOWA AMERICORPS DISASTER CADRE."
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 Incompletion. If the Project, in the sole judgment of the Commission, is not
completed on or before the Project Completion Date.
e) Misspending. If the Grantee expends Grant proceeds for purposes not described in the
application or authorized by the Commission.
f) Insolvency or Bankruptcy. If the Grantee becomes insolvent or bankrupt, or admits in
writing its inability to pay its debts as they mature, or makes an assignment for the
benefit of creditors, or the Grantee applies for or consents to the appointment of a trustee
or receiver for the Grantee or for the major part of its property; or if a trustee or receiver
is appointed for the Grantee or for all or a substantial part of the assets of the Grantee
and the order of such appointment is not discharged, vacated or stayed within sixty (60)
days after such appointment; or if bankruptcy, reorganization, arrangement, insolvency,
or liquidation proceedings or other proceedings for relief under any bankruptcy or
similar law or laws for the relief of debtors, are instituted by or against the Grantee and,
14 -AC -14
Page 8
g)
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.
Lack of or Insufficient Insurance. If loss, theft, damage or destruction of any
substantial portion of the property of the Grantee occurs for which there is either no
insurance coverage or for which, in the opinion of the Commission, there is insufficient
insurance coverage.
8.2 NOTICE OF DEFAULT. ICVS shall issue a written notice of default providing therein a
fifteen (15) day period in which the Grantee shall have an opportunity to cure, provided that cure
is possible and feasible.
8.3 REMEDIES UPON DEFAULT. If, after opportunity to cure, the default remains, ICVS
may do one or more of the following:
a) exercise any remedy provided by law,
b) terminate the Grant Agreement and establish revised reporting deadlines for the purposes
of closing out the grant,
c) require immediate repayment of the full amount of funds disbursed to the Grantee under
the Grant Agreement plus interest.
ARTICLE IX
DISBURSEMENT PROCEDURES
9.1 REQUEST FOR DISBURSEMENT. All disbursements of proceeds shall be subject to
receipt by the Commission of requests for disbursement submitted by the Grantee. Requests for
disbursement shall be in form and content acceptable to the Commission. Each requisition shall
be submitted to the Commission according to the schedule shown in Article 6.1(h).
9.2 REQUEST FOR ADVANCE PAYMENT.
a) Advance payments. With prior approval, the Grantee may receive advance payments of
grant funds, provided the Grantee meets the financial management standards specified in
2 CFR Chapters I and II (formerly OMB Circulars A-102 or A-110), as applicable and
provided Grantee submits any additional information that may be required by ICVS.
b) Immediate cash flow needs. The amount of advance payments requested by the
Grantee must be based on actual and immediate cash needs in order to minimize federal
cash on hand in accordance with policies established by the U.S. Commission of the
Treasury in 31 CFR Part 205.
c) Discontinuing advance payments. The ICVS may, after providing due notice to the
Grantee, discontinue the advance payment method and either allow payments in advance
based upon individual request and approval, or by reimbursement only, in cases where
the grantee receiving advance payments demonstrates unwillingness or inability to
establish procedures to ensure accurate reporting, minimize the time elapsing between
the receipt of the cash advance and its disbursement, displays other practices that
indicate a potential financial management problem or in cases where federal funds are
not forthcoming or insufficient due to non -appropriation, termination of the program, or
reduction in funding level.
14 -AC -14
Page 9
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 2 CFR Chapters I and II (formerly OMB Circular
A-102 or A-110).
ARTICLE X
GENERAL TERMS AND PROVISIONS
10.1 BINDING Et FECT. This Grant Agreement shall be binding upon the Grantee and the
Commission, and their respective successors, legal representatives and assigns. The obligations,
covenants, warranties, acknowledgments, waivers, agreements, terms, provisions and conditions
of this Grant Agreement shall be jointly and severally enforceable against the parties to this
Grant Agreement.
10.2 SUSPENSION. In emergency situations, ICVS may suspend a grant for not more than
thirty (30) calendar days. Examples of such situations may include, but are not limited to:
a) Serious risk to persons or property;
b) Violations of Federal, state or local criminal statutes; and
c) Material violation(s) of the grant agreement that are sufficiently serious that they
outweigh the general policy in favor of advance notice and opportunity to show cause.
10.3 TERMINATION.
a) Circumstances for Termination. This agreement may be terminated in the following
circumstances*:
A) At ICVS' discretion, without cause, after thirty (30) days written notice to
Contractor.
B) As a result of Contractor's default under this Agreement, as stated in Article
VIII, Section 8.3 (b).
C) Termination due to non -appropriation or reduction. If funds anticipated for the
continuing fulfillment of this Agreement are at any time not forthcoming or
insufficient due to non -appropriation, termination of the program, or reduction
in funding level, then ICVS shall have the right to terminate this contract
without penalty by giving the Contractor not less than thirty (30) days written
notice. In the event of termination of this agreement under this Article, the
exclusive, sole and complete remedy of the Contractor shall be payment of
services rendered prior to termination.
D) Termination for convenience. In addition to termination due to an event of
default or non -appropriation of funds, this Grant Agreement may be
terminated in whole, or in part, when the Commission and the Grantee agree
that the continuation of the Project would not produce beneficial results
commensurate with the future disbursement of Grant funds. The Grantee shall
not incur any obligations after the effective date of the termination and shall
cancel as many outstanding obligations as is reasonably possible. The
Commission will allow full credit to the Grantee for the Commission share of
14 -AC -14
Page 10
the non -cancelable obligations allowable under the Grant Agreement and
properly incurred by the Grantee prior to termination.
*The Administrative Rules of ICVS in regards to the appeals process apply in all
situations.
b) Procedure Upon Termination. If the Grant Agreement is terminated at ICVS'
discretion, for convenience, an event of default or non -appropriation of funds,
disbursements shall be allowed for costs up to the date of termination determined by the
Commission to be in compliance with this Grant Agreement. The Grantee shall return to
the Commission all unencumbered Grant proceeds within one (1) week of receipt of
Notice of Termination.
10.4 UNALLOWABLE COSTS. If ICVS determines at any time, whether through monitoring,
audit, closeout procedures or by other means, that the Grantee has expended funds which are
unallowable, the Grantee will be notified of the questioned costs and given an opportunity to
justify questioned costs prior to ICVS' final determination of the disallowance of costs. If it is
ICVS' final determination that costs previously paid by the Commission are unallowable under
the terms of the Agreement, the expenditures will be disallowed and the Grantee shall repay to
ICVS any and all disallowed costs. Grantee shall repay all disallowed costs within thirty (30)
days. ICVS may work out a payment plan with the Grantee at its discretion.
10.5 MEMBER COSTS. The award amount contemplated by this Agreement reflects a
maximum possible payment based on full member enrollment. If the Grantee fails to enroll the
number of members reflected in the Grant Application, the payment under this Agreement may
be reduced accordingly.
10.6 SURVIVAL OF AGREEMENT. If any portion of this Grant Agreement is held to be
invalid or unenforceable, the remainder shall be valid and enforceable. The provisions of this
Grant Agreement shall survive the execution of all instruments herein mentioned and shall
continue in full force and effect until the Grant Agreement is terminated or the proceeds are paid
in full.
10.7 GOVERNING LAW. This Grant Agreement shall be interpreted in accordance with the
law of the State of Iowa, and any action relating to the Grant Agreement shall only be
commenced in the Iowa District Court for Polk County or the United States District Court for the
Southern District of Iowa.
10.8 MODIFICATION.
a) Joint Modification. The Commission or the Grantee may, during the duration of this
Agreement, deem it necessary to modify provisions of this Agreement, which increase or
decrease the total amount of the Agreement, make a substantial change in the scope of
services, add additional budget line items or transfer funds representing more than 10%
of total approved budget between line items within budget categories. All changes shall
be incorporated into this Agreement through written amendment signed by both the
Commission and the Grantee. The provisions of the amendment shall be in effect as of
the date the modification is signed by both the Commission and the Grantee, unless
14 -AC -14
Page 11
otherwise specified within the amendment.
b) Modification Not Required. Cumulative transfers among currently budgeted direct cost
categories which are less than 10% of the total approved budget, if the federal award is at
least $100,000, do not require a budget modification.
c) Unilateral Modification. Notwithstanding paragraph (a) above, ICVS may unilaterally
modify this Agreement at will in order to accommodate any change in the Act or any
change in the interpretation of the Act or any applicable federal, state or local laws,
regulations, rules or policies. A copy of such unilateral modification will be given to the
Grantee as an amendment to this Agreement.
10.9 NOTICES. Whenever this Grant Agreement requires or permits any notice or written
request by one party to another, it shall be in writing, and delivered at ICVS' discretion via
electronic means (such as email) to the Authorized Representative as noted on the Grant
Application (or to another Authorized Representative who may have been designated by written
notice) with a read receipt requested or enclosed in an envelope, addressed to the party to be
notified at the address heretofore stated (or at such other address as may have been designated by
written notice), properly stamped, sealed and deposited in the United States Mail, as Certified
Mail, Return Receipt Requested. Any such notice given hereunder shall be deemed delivered
upon the earlier of actual receipt or two (2) business days after posting. The Commission may
rely on the address of the Grantee and Authorized Representative set forth heretofore, as
modified from time to time, as being the address and Authorized Representative of the Grantee.
10.10 WAIVERS. No waiver by the Commission of any default hereunder shall operate as a
waiver of any other default or of the same default on any future occasion. No delay on the part of
the Commission in exercising any right or remedy hereunder shall operate as a waiver thereof.
No single or partial exercise of any right or remedy by the Commission shall preclude future
exercise thereof or the exercise of any other right or remedy.
10.11 LIMITATION. The Commission shall not, under any circumstances, be obligated
financially under this Grant Agreement except to disburse funds according to the terms of the
Agreement.
10.12 ENFORCEMENT EXPENSES. The Grantee shall pay upon demand any and all
reasonable fees and expenses of the Commission, including the fees and expenses of their
attorneys, experts and agents, in connection with the exercise or enforcement of any of the rights
of the Commission under this Grant Agreement, following the parties' unsuccessful good faith
attempt to resolve any default giving rise to the Commission seeking to exercise the enforcement
of its rights.
10.13 HEADINGS. The headings in this Grant Agreement are intended solely for convenience
of reference and shall be given no effect in the construction and interpretation of this Grant
Agreement.
10.14 COST VARIATION. In the event that the total Project cost is less than the amount
specified in this Agreement, ICVS' participation may 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 then be returned immediately to ICVS.
14 -AC -14
Page 12
10.15 COMPLIANCE WITH EEO/AA PROVISIONS. Grantee shall comply with the
provisions of federal, state and local laws and regulations to ensure that no employee, member or
applicant for employment is discriminated against because of race, religion, color, age, sex,
national origin, or disability. Grantee shall provide state or federal agencies with appropriate
reports as required, ensuring compliance with equal employment laws and regulations. Grantee
shall ensure that all authorized subcontractors comply with provisions of this clause. A breach of
this Article shall be considered a material breach of this contract.
10.16 NON -ASSIGNMENT. This contract may not be assigned without prior ICVS written
consent.
10.17 JOINT LIABILITY. If Grantee is a joint entity, consisting of more than one individual,
partnership, corporation or other business organization, all such entities shall be jointly and
severally liable for carrying out the activities and obligations of this contract, and for any default
of such activities and obligations.
10.18 INTEGRATION. This Grant Agreement contains the entire understanding between the
Grantee and the Commission and any representations that may have been made before or after
the signing of this Grant Agreement, which are not contained herein, are nonbinding, void and of
no effect. Neither of the parties has relied on any such prior representation in entering into this
Grant Agreement.
10.19 COUNTERPARTS. This Agreement may be executed in any number of counterparts,
each of which shall be deemed to be an original, but all of which together shall constitute but one
and the same instrument.
IN WITNESS WHEREOF, the parties have executed this Grant Agreement.
Iowa Commission on Volunteer City of Dubuque
Service
BY: BY:
Adam Lounsbury Michael Van Milligen
Executive Director City Manager
DATE: DATE:
(P/s-pi
Exhibit A
Audit Requirements
AUDIT REQUIREMENTS
1. A-133 AUDIT. Grantees expending $750,000 or more in federal awards in their
fiscal year must have these funds audited in accordance with OMB Circular A-
133. In an annual agency -wide audit, the audit and accompanying management
letter (or other accompanying documents) shall be submitted to ICVS within 30
days after the completion of the audit, 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.
2. OTHER AUDIT OR FINANCIAL REVIEW. Grantees expending less than
$750,000 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. Grantees that have an audit or financial review performed that
is inclusive of a grant period(s) covered by this agreement must submit a copy of
the audit or review to ICVS within 30 days after completion.
3. AUDITOR OF STATE. ICVS may engage the Auditor of State in conducting a
review or audit at any time. If such an engagement occurs, the Grantee must
cooperate with the process and provide records and files to enable the Auditor of
State to conduct a thorough review.
Exhibit B
Approved Budget
RPT BGT_424
July 30, 2014 12:27 PM
Partners in Learning AmeriCorps Program
City of Dubuque
Application ID: 14AC156628 Budget Dates:
Total Amt CNCS Share Grantee Share
Section I. Program Operating Costs
A. Personnel Expenses 90,076 43,199 46,877
B. Personnel Fringe Benefits 24,626 22,157 2,469
C. Travel
Staff Travel 2,207 0 2,207
Travel to CNCS-Sponsored Meetings 1,500 0 1,500 0
Member Travel
Total $3,707 $0 $3,707
D. Equipment
E Supplies 1,415 0 1,415
F. Contractual and Consultant Services
G. Training
Staff Training 975 0 975
Member Training 6,800 0 6,800
Total $7,775 $0 $7,775
H. Evaluation 1,000 0 1,000
I. Other Program Operating Costs 8,488 0 8,488
Section I. Subtotal $137,087 $65,356 $71,731
Section 1 Percentage
48% 52%
Section II. Member Costs
A. Living Allowance
Full Time (1700 hrs) 0 0 0
1 -Year Half Time (900 hours) 102,595 57,595 45,000
Reduced Half Time (675 hrs) 0 0 0
Quarter Time (450 hrs) 48,288 44,188 4,100
Minimum Time (300 hrs) 34,204 11,967 22,237
2 -Year Half Time (2nd Year) 0 0 0
2 -Year Half Time (1st Year) 0 0 0
Total $185,087
$113,750 $71,337
B. Member Support Costs
FICA for Members 14,159 14,159 0
Worker's Compensation 6,793 6,793 0
Health Care 0 0 0
Total $20,952 $20,952 $0
Section II. Subtotal $206,039 $134,702 $71,337
Section II. Percentages
65% 35%
Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount
Commission Fixed Amount
40,627 6,314
4,209 4,209
34,313
0
Total $44,836 $10,523 $34,313
B. Federally Approved Indirect Cost Rate
Section III. Subtotal $44,836 $10,523 $34,313
Section III Percentage
23% 77%
Section 1 + 111. Funding Percentages
42% 58%
Budget Totals
Budget Total Percentage
Required Match
# of years Receiving CNCS Funds
$387,962
$210,581
54%
42%
8
$177,381
46%
Form 424A Modified SF -424A (4/88 and 12/97)
Page 1
RPT_BGT_424
July 30, 2014 12:27 PM
Partners in Learning AmeriCorps Program
City of Dubuque
Total MSYs 16.33
Cost/MSY $12,895
Total Amt CNCS Share Grantee Share
Budget Totals $0 $0 $0
Budget Total Percentage 0% 0%
Required Match 42%
# of years Receiving CNCS Funds 8
Total MSYs 16.33
Form 424A Modified SF -424A (4/88 and 12/97)
Page 2
7/30/2014
Budget Narrative for 14AC156628
Budget Narrative: Partners in Learning AmeriCorps Program for City of Dubuque
Section I. Program Operating Costs
A. Personnel Expenses
Position/Title -Qty -Annual Salary -% Time
CNCS Share
Grantee Share
Total Amount
AmeriCorps Director: - 1 person(s) at 45917 each x 98 % usage
43,199
1,800
44,999
Program Assistant: - 1 person(s) at 20364 each x 37.5 % usage
0
7,637
7,637
Site Supervisors: - 20 person(s) at 93600 each x 2 % usage
0
37,440
37,440
CATEGORY Totals
43,199
46,877 1
90,076
B. Personnel Fringe Benefits
Purpose -Calculation -Total Amount
CNCS Share
Grantee Share
Total Amount
Director Health, FICA, IPERS,. Health $13,782 + Workers Compensation $1685
+ FICA @.0765, $3513 + INI-J-tS @.0893, $4100
22,157
923
23,080
Program Assistant Benefits: Workers comp: $280, FICA: @.0765= $584,
IPERS: @ .0893= $682
0
1,546
1,546
CATEGORY Totals
22,157
2,469
24,626
C. Travel
Staff Travel
Purpose -Calculation
CNCS Share
Grantee Share
Total Amount
Travel to CNCS-Sponsored Meetings: Director travel to 1 CNCS Sponsored
meeting: $500 -airfare, $50 ground transportation, $400-2-3 nights in hotel,
meal= $50 per day diem x3 days=$150, registration fees= $400
0
1,500
1,500
Director's Travel: tvileage for site supervision for 20 site monitoring visits, 50
midterm reviews and service projects. 1000 miles per year at $.56 rate (state
and program sponsor reimbursment rate)= $560
0
560
560
Travel to ICVS sponsored meetings: 3 trips to DesMDines @ 400 miles
each=1200 miles x .56 per mile (sponsor mileage reimbursement rate)=$672.
3 nights hotel @ $125 per night= $375, meals=$50 per diem per day (sponsor
per diem rate) =$150, registration fee for conferences=$450
0
1,647
1,647
CATEGORY Totals
0
3,707
3,707
Member Travel
Purpose -Calculation
CNCS Share
Grantee Share
Total Amount
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Budget Narrative for 14AC 156628
CATEGORY Totals
°II °J °1
D. Equipment
Iterr✓Purpose -Qty -Unit Cost
CNCS Share
CNCS Share
Grantee Share
Total Amount
0
CATEGORY Totals
0
0
0
E. Supplies
Item -Calculation
CNCS Share
Grantee Share
Total Amount
Member Gear: Uniforms -polo shirts for school based program members, 33x
$20= $660. T-shirts for sunnier based program 17 x $15 = $255, name tags
with AmeriCorps logo $5 x 50 members = $250, w ater bottles $5 x 50
members =$250
0
1,415
1,415
CATEGORY Totals
0
1,415
1,415
F. Contractual and Consultant Services
Purpose -Calculation -Daily Rate
CNCS Share
CNCS Share
Grantee Share
Total Amount
0
CATEGORY Totals
0
0
0
G. Training
Staff Training
Purpose -Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
Program Director Training: Program director attendance at conferences
required by the program sponsor: Diversity Summit, 3 conferences x $150
registration =$450, 3 night hotel x $125 per night=$375, $50 per day diem x 3
days $150- Daily Rate of 0
0
975
975
CATEGORY Totals
0
975
975
Member Training
Purpose -Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
Member development/communication: 4 Mounds Team Building/communication
training; 2 trainings per year at $400 each= $800 (registration costs)- Daily
Rate of 0
0
800
800
Member orientation and ongoing training: Portfolios, handbooks, printed
materials and other training supplies as needed. $30x 50 members- Daily
Rate of 0
0
1,500
1,500
Member development training: Educators hourly calculation based on salary
and benefits for 60 hours of training= $75 x 60. Trainings w ill include
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Budget Narrative for 14AC156628
Tutoring Tips & Techniques, LEAD 21 Reading Curriculum Training,
0
4,500
4,500
Assessing Students, and Planning Student Reading Interventions.- Daily Rate
of 0
0
1,000
1,000
CATEGORY Totals
0
6,800
6,800
H. Evaluation
Purpose -Calculation -Daily Rate
CNCS Share
Grantee Share
Total Amount
Program Evaluation: Program Evaluation: Daily rate of $200 for 5 days for a
total of $1000. Program Evaluation: Daily rate of $200 for 5 days for a total of
$1000. Daily rate of $200 for 5 days for a total of $1000.- Daily Rate of 200
0
1,000
1,000
CATEGORY Totals
0
1,000
1,000
1. Other Program Operating Costs
Purpose -Calculation
CNCS Share
Grantee Share
Total Amount
Meeting Rooms: $150 per meeting x 15 meetings/trainings 42250. Meeting
rooms w ill be used to provide member orientation, trainings, and team
meetings. Cost per room includes equipment usage of computer and
projector.
0
2,250
2,250
Criminal Background Checks: 60 x $30 each =1800. Includes FBI, cirminai
history, sex offender, state of residence and state of service checks 50
members plus new site supervisors.
0
1,800
1,800
Site Liability Insurance: $500
0
500
500
Member Timekeeping System 50 members x $18 = $900
0
900
900
Office phone/internet: telephone $43 per month x 12=$516, internet $60 per
month x 12 = $720
0
1,236
1236
Office Supplies: Copy machine maintance and supplies $500 per contract
agreement, postage $150, office supplies $45 per month x 12= $540,
program director cell phone $51 x 12= $612 (negotiated rate per sponsor)
0
1,802
1,802
CATEGORY Totals
0
8,488
8,488
SECTION Totals
65,356
71,731
137,087
PERCENTAGE
48%
52%
Section 11. Member Costs
A. Living Allowance
Item- # Mbrs w/ Allow -Allow ance Rate - # Mbrs w/o Allow
CNCS Share
Grantee Share
Total Amount
Full Time (1700 hrs): 0 Member(s) at a rate of 0 each
Members W/O allow ance 0
0
0
0
11
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Budget Narrative for 14AC 156628
1 -Year Half Time (900 hours): 17 Member(s) at a rate of 6035 each
Members W/O allow ance 0
57,595
45,000
102,595
2 -Year Half Tirne (1st Year): Men-ter(s) at a rate of each
Members W/O allow ance
0
0
0
2 -Year Half Time (2nd Year): Members) at a rate of each
Members W/O allow ance
0
0
0
Reduced Half Time (675 hrs): Men-ber(s) at a rate of each
Members W/O allow ance
0
0
0
Quarter Time (450 hrs): 16 Member(s) at a rate of 3018 each
Members W/O allow ance 0
44188
4,100
48,288
Minimum Time (300 hrs): 17 Members) at a rate of 2012 each
Members W/O allow ance 0
11,967
22,237
34,204
CATEGORY Totals
113,750
71,337
185,087
B. Member Support Costs
Purpose -Calculation
CNCS Share
Grantee Share
Total Amount
FICA for Members: Total Member Living Allowance $185,087 x .0765 =
$14159
14,159
0
14,159
Worker's Compensation: $3.67 per $100 of living allowance stipend total
=$6793
6,793
0
6,793
Health Care:
0
0
0
CATEGORY Totals
20,952
0
20,952
SECTION Totals
134,702
71,337
206,039
PERCENTAGE
65%
35%
Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Item -Calculation
CNCS Share
Grantee Share
Total Amount
Corporation Fixed Amount: Corporation Fixed Amount @ 5.26% X CNCS
share section I+ CNCS Section II (65356 + 134702) x 60%=6314. Grantee
share = 10% total of section I + Section II (65356+134702+71731+71337) x
10%=34313
6,314
34,313
40,627
Commission Fixed Amount: ICVS Fixed Amount @ 5.26% X CNCS share
section I+ CNCS Section II (65356+134702) x 40%=4209.
4,209
0
4,209
CATEGORY Totals
10,523
34,313
44,836
B. Federally Approved Indirect Cost Rate
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Budget Narrative for 14AC156628
Calculation -Cost Type -Rate - Rate Gained -Cost Basis
CNCS Share
Grantee Share
Total Amount
CATEGORY Totals
0
0
0
SECTION Totals
10,523
34,313
44,836
PERCENTAGE
23%
77%
4,500
BUDGET Totals
210,581
177,381
387,962
PERCENTAGE
54%
46%
97,642
Total MSYs
16.33
Site supervisor time
37,440
CostIMSY
12,895
Member development training
4,500
Source of Funds
Section
Match Description
Amount
Type
Source
Source of Funds
Cash match from partners
97,642
Cash
State/Local
Site supervisor time
37,440
In Kind
Other
Member development training
4,500
In Kind
Other
Training rooms, office phone and Internet
3,486
In Kind
Other
Total Source of Funds
143,068
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Exhibit C
Grant Application
PART I - FACE SHEET
APPLICATION FOR FEDERAL ASSISTANCE
Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System)
1. TYPE OF SUBMISSION:
-Construction
Application X Non
3. DATE RECEIVED BY STATE
02 -JAN -14
STATE APPLICATION IDENTIFIER
N/A
2a. DATE SUBMI I I hU TO CORPORATION
FOR NATIONAL AND COMMUNITY
SERVICE (CNCS):
2b. APPLICATION ID:
14AC156628
4. DATERECEIVED BY FEDERAL AGENCY:
FEDERAL IDENTIFIER:
12ACHEA0020008
5. APPLICATION INFORMATION
LEGAL NAME City of Dubuque
DUNS NUMBER 093105302
NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER
PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give
area codes):
NAME Deb Bell
TELEPHONE NUMBER: (563) 584-8644
FAX NUMBER:
INTERNET E-MAIL ADDRESS: deb.bell@clarke.edu
ADDRESS (give street address, city, state, zip code and county):
1550 Clarke Dr
Clarke University MS#1546
Dubuque IA 52001 - 3117
County: Dubuque
6. EMPLOYER IDENTIFICATION NUMBER (E JN):
426004596
7. TYPE OF APPLICANT:
7a. Local Government - Municipal
7b Local Government, Municipal
8. TYPE OF APPLICATION (Check appropriate box).
NEN 1 X I NEW/PREVIOUS
CONTINUATION 1 1 AMENDMENT
If Amendment, enter appropriate letter(s) in box(es):
A. AUGMENTATION B. BUDGET REVISION
C. NO COST EXTENSION D. OTHER (specify below):
GRANTEE
9. NAME OF FEDERAL AGENCY:
Corporation for National and Community Service
10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER 94.006
lob. TITLE AmeriCorps State
11.a. DESCRIPTIVE TITLE OF APPLICANTS
Partners in Learning AmeriCorps Program
11.b. CNCS PROGRAM INRIATNE (IF ANY):
PROJECT:
12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):
Dubuque, IA
13. PROPOSED PROJECT: START DATE 09/01/14 END DATE 08/31/17
14. CONGRESSIONAL DISTRICT OF:
a.Applicant 1 IA 01 b.Program IA 01
15. ESTIMATED FUNDING: Year #: 1
16. IS APPLICATION
ORDER 12372 PROCESS?
Q YES. THIS PREAPPLICATIOWAPPLICATION
TO THE
REVIEW
DATE:
SUBJECT TO REVIEW BY STATE EXECUTIVE
WAS MADE AVAILABLE
STATE EXECUTIVE ORDER 12372 PROCESS FOR
ON:
IS NOT COVERED BY EO. 12372
a. FEDERAL
$ 210,581.00
b. APPLICANT
$ 177,381.00
c. STATE
$ 0.00
d. LOCAL
$ 0.00
X NO. PROGRAM
e. OTHER
$ 0.00
17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
0 YES if "Yes," attach an explanation. ® NO
f. PROGRAM INCOME
$ 0.00
g. TOTAL
$ 387,962.00
18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONIPREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN
DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE
IS AWARDED.
a. TYPED NAME OF AUTHORIZED REPRESENTATIVE:
Deb Bell
b. TITLE
ArneriCorps Director
c. TELEPHONE NUMBER:
(563) 584-8644
d. SIGNATURE OF AUTHORIZED REPRESENTATIVE
e. DATE SIGNED:
04/09/14
Page 1
Narratives
Executive Summary
1. EXECUTIVE SUMMARY
The City of Dubuque will have 32 AmeriCorps members who will provide supplementary reading
instruction to 60o at -risk children during the school year. At the end of the 1st program year,
AmeriCorps members will be responsible increasing reading scores of 15o Kindergarten, 1st, 2nd and
3rd grade children. One AmeriCorps member will be responsible for planning and implementing teen
programming for at -risk youth and will engage 5o teens on a monthly basis. Seventeen AmeriCorps
members will engage 200 youth in academic summer enrichment programs in Dubuque, Iowa,
thereby decreasing summer learning loss. In addition, AmeriCorps members will leverage an
additional 300 volunteers that will be engaged in Days of Service activities.
This program will focus on the CNCS focus area of Education. The CNCS investment of $21o,581 will
be matched with $177,391 including $97,642 in local funds.
Rationale and Approach
2. RATIONAL AND APPROACH/PROGRAM DESIGN
a. PROBLEM/NEED:
Only 72% of Dubuque's 3rd through 5th graders are proficient in reading comprehension according to
results collected from the Iowa Testing Program (ITP) in 2010. In 2011, community members and
agencies in Dubuque began the 3rd Grade Reading Coalition in order to make sure all students read at
grade level by third grade. To achieve this, the coalition developed goals around school readiness,
summer learning loss and attendance. Dubuque's vision is to have at least 9o% of our students in
grades 3, 4 and 5 be proficient in reading comprehension.
Like many Midwestern cities, Dubuque has experienced a demographic shift and schools in particular
are becoming more diverse. While the number of young people age nine and under represents just
12% of the population, this age group has greater diversity than the rest of the community: 82% white,
8% black, 5 % Hispanic/Latino and 2.6 % other. When we break down the reading proficiency
statistics even further we begin to see a very disturbing trend, of the students proficient in reading, just
49% of African American Youth in grades 3, 4 and 5, 4o% in grades 6, 7 and 8 and just 25% in grade
11 are proficient in reading.
For Official Use Only
Page 2
Narratives
Dubuque's child poverty rate is 13 % (vs. 15.6% statewide and 21.6% nationally); for young people
under 5 it is 20.6 % (vs. 19.6% statewide and 23.O nationally).
Another issue contributing to low achievement in reading proficiency is summer learning loss among
at -risk youth. According to Chapter 281 -Iowa Administrative Code 12.2(256) the definition of at -risk
means "any identified student who needs additional support and who is not meeting or not expected to
meet the established goals of the educational program (academic, personal/social, career/vocational).
At -risk students include but are not limited to students in the following groups: homeless children and
youth, dropouts, returning dropouts, and potential dropouts."
National Summer Learning Association believes all young people experience learning losses when they
do not engage in educational activities during the summer. More than half of the achievement gap
between lower and higher income youth can be explained by unequal access to summer learning
opportunities. As a result, low-income youth are less likely to graduate from high school or enter
college (Alexander et al, 2007). A 2007 study by researchers at John Hopkins University examined
data from a nationally -representative sample, found the achievement gap at ninth grade mainly
traces to difference in summer learning during the elementary school years. A study in 2004 found
that all achievement gaps among students tend to be exacerbated by summer breaks. While Dubuque
has not collected this data on a large scale, school officials have confirmed that summer learning loss
is apparent in Dubuque.
b. AMERICORPS MEMBERS AS HIGHLY EFFECTIVE MEANS TO SOLVE COMMUNITY
PROBLEMS/EVIDENCE BASE AND MEASURABLE COMMUNITY IMPACT:
THEORY OF CHANGE/LOGIC MODEL
As shown in the logic model, by providing AmeriCorps support to at -risk youth in the Dubuque
Community School District we will increase the reading proficiency of our most at -risk youth. A total
of 75% of our MSY's are in our identified performance measures, thus creating a strong probability for
success.
Members will provide supplementary reading instruction based upon LEAD 21 Curriculum to children
in grades Kindergarten through 3. These students will be identified as needing assistance through the
Response to Intervention (RtI) process. This process has three tiers of interventions. Identified
For Official Use Only
Page 3
Narratives
students will receive Tier 2 assistance a minimum of three times per week for 15-30 minutes per
session and will continue receiving assistance for at least 10 weeks/3o sessions and until the child has
been reassessed and results show the child performing at expected grade level. There are thirteen
elementary schools in Dubuque, each of these schools will receive the support of two AmeriCorps
members, one half-time and one quarter -time. An additional six members will be split up according
to the greatest need of the school district. In total, members will provide supplementary instruction to
60o students within the district. A total of 400 students will complete the tutoring program as
described above (io weeks/3o sessions or until performing at grade level) and 15o children out of the
400 will show progress toward grade level reading proficiency based upon beginning and end year
DIBELS assessment scores. In addition, we expect to see 360 of the students receiving support
improve attendance by attending school at least 90% of the time. Increasing attendance and receiving
more academic time in school, combined with reading interventions, will result in at -risk children
reading at grade level by third grade.
Throughout the school year we will have one member at the Multicultural Family Center providing
out of school support to at -risk youth and teens. This member will plan and implement programming
which will take place 2-3 times per week, further engaging youth in academic and social programs.
With regular attendance, approximately 5o youth and teens will form meaningful relationships with
adults in our community. They will become more engaged in our community, increase their self-
esteem, and actively pursue post -secondary educational opportunities and careers.
In the summer, members will lead Future Talk. Future Talk is a free program intended for at -risk
youth age 13-17. This program provides young people the challenge of community based learning by
engaging and serving the community, learning about and experiencing nature and doing meaningful
work in natural areas for a stipend. Members will be team leaders for 20-4o at -risk teens who will
participate in Future Talk. Programming begins the second week of June and ends the first full week
of August. Throughout this time they will work on academics and also do conservation projects
throughout the community. The program combines natural areas management with the use of the
Leopold Education Project's non-traditional curriculum. Partnering with the Dubuque Community
School District, students chosen to participate in this program are also eligible to receive an English or
science credit which ultimately helps them meet graduation requirements in order to graduate on
time.
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Summer members will also provide educational and recreational programs through the local library,
Summer Academy, and neighborhood parks. A total of 200 at -risk children will participate in the
programs being offered. Activities will vary from weekly reading programs to daily academic and
recreational programs. Individual supplementary reading support will also continue through the
summer for students enrolled in the Summer Academy. Summer programming ranges in length
from 6-8 weeks. Children participating in the summer programming will maintain or improve their
reading skills.
By pairing a strong school year program with increased educational programs during the summer we
will. meet CNCS's high expectations of improved educational outcomes for economically
disadvantaged individuals, especially children. Through our summer program we will offer support
and educational activities that address the "summer slide." Through both school year and summer
programs we will engage our most at -risk youth population in educational opportunities, economic
support and environmental learning that will provide them with enhanced reading skills, a deeper
sense of community, and a greater sense of pride. In the long term we expect to see children reading
at grade level by the end of third grade, at -risk youth graduating from high school, pursuing post-
secondary education, becoming employed and overall being engaged in our community.
EVIDENCE BASED
Adult -delivered, one-to-one instruction is considered by many to be an ideal teaching practice
especially when used with students who are considered at- risk for school failure. Unfortunately, due
to logistical and time constraints common across general education classrooms, teachers rarely are
able to provide this type of individualized instruction. In response, many schools and parents have
employed tutors (e.g., certified teachers, paraprofessionals, or volunteers) to provide additional
instruction for their students.
The Dubuque Community School District utilizes the LEAD 21 reading curriculum; all components
within LEAD 21 are built around evidence based research. In addition, the District utilizes Response
to Intervention (RtI) as a means of identifying and working with students in need. "RtI is an
assessment and intervention process for systematically monitoring student progress and making
decisions about the need for instructional modifications or increasingly intensified services using
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progress monitoring data" (Johnson, Mellard, Fuchs, & McKnight, 2006, p. 2).
In 2009, the Institute of Educational Sciences and the What Works Clearinghouse published a
practice guide titled "Assisting Students Struggling with Reading: Response to Intervention (RtI) and
Multi -Tier Intervention in the Primary Grades." There were five main recommendations from this
guide:
The first recommendation is to screen all students for potential reading problems at the beginning of
the year and again in the middle of the year. Regularly monitor the progress of students who are at
elevated risk for developing reading disabilities.
The second recommendation is to provide differentiated reading instruction for all students based on
assessments of students' current reading levels (tier 1).
The third recommendation is to provide intensive, systematic instruction on up to three foundational
reading skills in small groups to students who score below the benchmark on universal screening.
Typically these groups meet between three and five times a week for 20-40 minutes (tier 2).
The fourth recommendation is to monitor the progress of tier 2 students at least once a month. Use
these data to determine whether students still require intervention. For those still making insufficient
progress, school -wide teams should design a tier 3 intervention plan.
The fifth recommendation is to provide intensive instruction daily that promotes the development of
various components of reading proficiency to students who show minimal progress after reasonable
time in tier 2 small group instruction (tier 3).
According to the panel of experts, Russell Gersten (Chair) Instructional Research Group, Donald
Compton -Vanderbilt University, Carol M. Connor -Florida State University, and Joseph Dimino -
Instructional Research Group, there is strong evidence supporting tier 2 interventions. There are 11
studies that met WWC standards or met with reservations. These studies on supplemental instruction
in reading support tier 2 intervention as a way to improve reading performance in decoding. Six
studies showed positive effects on decoding, (Ebaugh (200o); Gunn et al. (2000); Jenkins et al.
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(2004); Lennon and Slesinski (1999); Vadasy, Sanders, and Peyton (2005); Vaughn et al. (2006). Of
these studies, four showed effects on both decoding and comprehension, (Gunn et al. (2000); Jenkins
et al. (2004); Vadasy, Sanders, and Peyton (2005); Vaughn et al. (2006).
According to the RtI Action Network, another study in 2008 by Vellutino, F. R., Scanlon, D. M.,
Zhang, H., & Schatschneider, C. was conducted using response to kindergarten and first grade
intervention to identify children at -risk for long-term reading difficulties. The purpose of the study
was to answer two questions: What is the effectiveness of an RtI model on literacy development
relative to normal reader controls?; Do RtI measures more effectively distinguish between continued -
risk and no -longer -at -risk children than kindergarten -screening measures, measures of intelligence, or
measure of reading -related cognitive abilities?
A total of 462 students were identified as at -risk in kindergarten. Four different models were
compared. The predictors for the first model were measures from the psychometric screening battery
administered at the beginning of kindergarten. The predictors for the other three models were RtI
measures of incremental growth in emergent literacy skills, along with baseline measures of these
skills to control for correlation with the composite measure used to classify the two groups. These
variables were initially identified with hierarchical linear modeling (HLM) procedures.
Of the total sample of at -risk children who received intervention through the project and were
available at the end of 3rd grade, 84% were meeting grade -level expectations in reading by the end of
1st grade, either through kindergarten (Tier 2) intervention alone or through both kindergarten and
1st grade (Tier 3) intervention. In contrast, only 16% of the children identified as at -risk at the
beginning of kindergarten demonstrated substantial difficulty with reading at the end of 2nd and 3rd
grade.
According to the Journal of Educational Psychology, and authors Elbaum, Vaughn, Hughes, &
Moody, in 2000, a meta-analysis study (a study that empirically synthesizes several other studies, to
be confident in the research) of supplemental, adult -instructed, one-to-one reading interventions for
elementary students at risk for reading failure was conducted. This study suggests well-trained adult
volunteers in small -group settings can serve an important function in helping struggling learners to
read, and can do so in a way that is more cost effective than expensive one-to-one reading programs
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that require the instruction to be led by a certified teacher or specialist.
According to Terzian, Moore & Hamiliton, 2009 in the white paper: Effective and Promising Summer
Learning Programs and Approaches for Economically -Disadvantaged Children & Youth, there is a
lack of experimental research to measure the impacts of summer learning programs on children and
youth. At the same time, preliminary evidence from the Terzian paper suggests good summer learning
programs can improve the educational outcomes of economically disadvantaged students. Strategies
for preventing summer learning loss include: (a) extending effective school -year, out-of-school time
programs that have academic components through the summer; (b) identifying effective summer
learning programs and approaches; (c) improving existing programs by incorporating characteristics
of effective and promising programs; and (d) developing models of extended -year or year-round
schooling.
c. MEMBER TRAINING
The Partners in Learning AmeriCorps program has a strong training program. Members are provided
12 hours of AmeriCorps orientation in early September. Training topics covered at orientation are:
general information on the Corporation for National and Community Service and the Iowa
Commission on Volunteer Service; member's rights and responsibilities; code of conduct; prohibited
activities; Drug Free Workplace Act; grievance procedures; suspension and termination procedures;
and sexual harassment and discrimination policies. Members will be provided three hours of
communication/team building activities by participating in a low/high ropes course. This allows
members to bond as a team, work together to accomplish a common goal, and learn various
communication techniques.
Orientation training is provided by the Program Director. Members will also be trained on student
logs (data collection), monthly reports, time sheets, and other program specific information. The
training will conclude with signing of member service agreements which includes another review of
prohibited activities.
Throughout the year each member will receive training on all topics required from the Corporation
for National and Community Service and the Iowa Commission on Volunteer Service. Members will
meet on a monthly basis. During these monthly/team meetings members will discuss their success
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and challenges in their position; they will receive support, suggestions and feedback from their fellow
members. Training topics will be conducted by the Program Director or a Community Member. The
training schedule is as follows: September- Orientation and Tutoring; October -Effective Citizenship;
November -Volunteer Management; December -Open topic/review; January -Tutoring refresher;
February -Disaster Response (How to Operate a VRC); March- Portfolio Completion; April -Life After
AmeriCorps.
The Partners in Learning AmeriCorps program has a strong partnership with the Dubuque
Community School District. The school district staff with professional expertise will provide training
to members in September on the following topics: LEAD 21, the current reading curriculum used in
the district; Response to Intervention (RtI); tutoring tips and techniques; how to handle challenging
behaviors; and the importance of student attendance. Members will be given the opportunity to
practice their supplementary reading techniques before being placed with children and will be
provided follow up training in December and January.
Throughout the member's term, the program director will meet with both member and site supervisor
to assure member activities continue to fall within the scope of allowable activities. These discussions
will take place at monthly team meetings, midterm reviews, site visits, and in general discussions via
email/phone as needed.
Members will be recruiting volunteers for days of service activities. Members will consult with the
Program Director prior to the events to make sure the activities being performed do not violate the
prohibited activities identified through CNCS. In addition, the Program Director will provide a
scenario at each monthly meeting for the members to discuss and decide if the activity being
presented would be acceptable under the guidelines or prohibited. By doing so, members will
understand the importance of the prohibited activities and have concrete examples of what is and is
not acceptable.
d. MEMBER SUPERVISION
Member supervision is a combination of supervision from the AmeriCorps Program Director and each
Site Supervisor. Members are provided day to day supervision at their assigned site.
Due to our members having access to vulnerable populations, members will have a three part
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background check initiated prior to their start date. If results are not received prior to placement, then
the site supervisor will accompany the member at the service site until all clearance is completed.
At the beginning of the program year the Program Director trains each site supervisor on behavior
expectations of the member, prohibited activities, non -duplication, and how to proceed in contacting
the Program Director should problems arise.
Sites conduct weekly or bi-weekly meetings with their assigned member in order to provide in-depth,
clear guidance to the member, as well as, review of the child's progress the member is working with.
In addition, midterm reviews are conducted on each member in January and February. The midterm
review consists of an evaluation of the AmeriCorps guidelines and expectations provided by the
Program Director, an evaluation of member duties on site provided by the Site Supervisor, as well as
an opportunity for the member to evaluate the service site and give feedback. This review is
conducted at the member service site with the member, AmeriCorps Program Director and Site
Supervisor in attendance.
The Program Director and Site Supervisor provide an end of year service evaluation on each member.
The Program Director has an open door policy and members may contact the Director via in-person
meeting, email, phone or text, at any time for any reason.
e. COMMITMENT TO AMERICORPS IDENTIFICATION
Partners In Learning AmeriCorps members identify themselves as an AmeriCorps member first by
going through member orientation and learning what it means to serve with AmeriCorps.
Each member receives AmeriCorps logo polo or t -shirt, as well as, a photo id which includes the
AmeriCorps logo, these two items consist of their "uniform." Members are required to wear their
name tag at all times when providing service and their AmeriCorps logo apparel once per week or
more frequently if clean, so community members will be able to identify them as an AmeriCorps
member. Repeated failure to do so will result in the member being disciplined.
Partners in Learning AmeriCorps is part of the Dubuque National Service Partnership which
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collaborates monthly to discuss and plan service activities across all National Service Programs in the
area. Members participate in three service projects throughout their term of service and are placed on
teams with other National Service Members in Dubuque.
All service sites are provided a laminated "AmeriCorps Members Serve Here" sign and are instructed to
display it in a prominent location.
During the member's term of service there are several opportunities for members to speak about their
experience. Members are invited to participate in outreach events the AmeriCorps Director is involved
in, thus having the Director initially help guide the new member when publicly speaking. During
monthly team meetings the Program Director provides activities which allow members to take on
leadership roles in their small groups, thereby increasing their confidence and leadership abilities. At
the end of service each member will develop and present a portfolio of their service experience to all
members, Program Director, Site Supervisors, and other key partners within our program.
Organizational Capability
3. ORGANIZATIONAL CAPABILITY
a. ORGANIZATIONAL BACKGROUND AND STAFFING
The Partners in Learning AmeriCorps program has been in existence since 2000 and has been
sponsored by the City of Dubuque since 2007. The City of Dubuque is a Municipal Corporation
governed by an elected mayor and six -member council. The City relies on its expertise personnel to
plan and implement the grant and provides in-kind administration, personnel and fiscal support. The
City Council reviews the grant and budget documents each year with the AmeriCorps staff and city
Manager. The City of Dubuque has a number of federal grant awards, including HUD grants, and in
2012 successfully managed $24,366,673 in federal funds.
The AmeriCorps Program Director, Deb Bell has been the Director for three years and has an
additional three years prior experience as a RSVP Program Director which managed a grant from
CNCS. Marie Ware, Leisure Services Program Manager oversees the activities of the AmeriCorps
Program Director and members. She manages a department with 33 full-time, 159 part-
time/seasonal employees, and a variety of volunteers. The operating budget of the Leisure Service
Department is over $5 million. Marie has been involved in grant writing and has been the successful
recipient of over $2.5 million in grants. She has been directly or indirectly involved with grant award
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management for over twenty years for three cities and a non-profit agency.
Ken TeKippe, City Finance Director, oversees the accounting and fiscal management of the grant.
Ken's expertise has contributed to multiple prestigious honors and accomplishments for the City
including a Certificate of Achievement for Excellence in Financial Reporting for twenty-five
consecutive years.
b. COMPLIANCE AND ACCOUNTABLITY
The Partners in Learning Program places great importance on compliance and accountability and
prides itself in having a reputation as a high functioning, low risk program. Through service
agreements and initial training at each site the Program Director ensures site supervisors and all staff
involved with an AmeriCorps member is fully aware and understands the prohibited activities and
non -duplication guidelines.
Through monthly communication (trainings, reports, phone calls, meetings, etc..) with members and
site supervisors, the Program Director will monitor the activities being performed. Should a
compliance issue be suspected or arise, the Program Director will hold a meeting with all parties
involved to review guideline and design a corrective action plan. If compliance issues continue to be a
concern the AmeriCorps member will be removed from their assigned placement until the site is able
to ensure all activities fall within the AmeriCorps guidelines.
The Partners in Learning Program ensures all job descriptions for service activities follow AmeriCorps
guidelines. Service sites have an open door policy with the Program Director so the Director can visit
any site at any time without prior appointment.
c. PAST PERFORMANCE FOR CURRENT GRANTEES AND FORMER GRANTEES ONLY
During the past three years the Partners in Learning Program has focused on working with children
in reading and math in grades K-12. Our performance measures were met in all areas except one
where we missed our target by 75 students. Our goal was to provide tutoring to 900 students, have
500 complete the tutoring program and 300 show improvements. We worked with 1291 students,
had 574 complete the program and 225 showed improvements.
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Various factors resulted in the last target not being met. High transient rates among a few of our
schools meant some students met the definition of completing the tutoring program but moved
schools before the final assessment was made, therefore test scores were not available. Another factor
is that our members are working with the most at -risk, below grade level performing students,
throughout the year some of these students qualified for special needs services. Lastly, in the past three
years we have moved from subjective data measurements (surveys, opinions, observations) to
objective data (actual test results) which means our results are based upon actual performance not
observation, this has resulted in a lower number of students showing growth than expected.
Our program has not had any compliance issues or areas of weakness identified in the past year.
Our enrollment rate from 2012 was over 100%. Our retention rate was 88.2%. During the course of
the year we had 6 members out of 51 fail to complete the program. One member was dismissed due
to quality performance issues, one member passed away during his term, and the other four members
chose to discontinue their term due to college/work issues.
As a program that hires college students we are continually working to retain these members. The
Program Director stays in communication with all members and works with members on an
individual basis to help with schedule conflicts. Often times it is when second semester begins that
members who are college students realize they did not set up or could not set up their college schedule
to accommodate service. The Program Director is currently holding conversations with the local
colleges to educate them on how the program operates, the benefit it provides to the student, and what
the college can do to help. It is our hope that through these conversations colleges can better assist
students who want to be part of our program.
d. CONTINOUS IMPROVEMENT
The Partners in Learning Program will utilize various forms of assessment throughout the year to
gauge success and make adjustments accordingly.
Internally, members will evaluate all training sessions and give feedback pertaining to the
effectiveness of the speaker, knowledge gained, and information still needed. This will allow the
Program Director to effectively plan for future meetings along with adjusting speakers and trainers for
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future sessions.
Members will be collecting data on all students they are tutoring. This information will be used to
determine the results of our performance measures. We will collect information on who we work
with, how often we work with them, and attendance.
Externally, service sites will be responsible for testing students and compiling results. We will use this
data to make adjustments in how service is performed and what additional training needs to take
place. Testing will occur at least three times per year.
Cost Effectiveness and Budget Adequacy
4. COST EFFECTIVENESS AND BUDGET ADEQUACY COST EFFECTIVENESS
The cost per MSY is $12,895. The CNCS grant share remains the same as the previous three years at
$210,581; however our cost per MSY increased $266 due to restructuring our program model.
The reason for this increase is because our program is focused on one major outcome: Increasing
reading proficiency in students. In the past, our focus was on academic mentoring in reading and
math and also providing safe places and outreach to children and families. Because of the highly
competitive nature of this grant and our community focus on Third Grade Reading Initiative we feel
the need for member support is greatest in the schools and in academic summer programming.
This means instead of providing 12,000 hours of support to our schools we will be providing 21,600
hours in effort to make the most impact. Our partners pay $3 per member hour as cash match for
member placement. The Dubuque Community School District is our strongest supporter, in past
years their financial cash match was approximately $36,000. If we continued with the $3 per
member hour match it would increase the school district portion to $64,800. Financially, this is not
possible for the District. We have been able to negotiate a flat rate of cash match with the Dubuque
Community School District in the amount of $45,000. The District also provides us with in-kind
supervision of our members in the amount of $37,44o as well as an additional $4500 of in-kind
training by certified teachers and staff. Because our cash match will be a little lower this year and our
overall match is high at 42% we had to request a slight increase of financial support from CNCS.
The Partners in Learning Program has secured the following resources: Due to financial shortfalls and
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the AmeriCorps focus on the Third Grade Reading Initiative our sponsor, The City of Dubuque, will
financially support the AmeriCorps program in the amount of $20,000. This is the first year our
sponsor has provided this support. Our sponsor also provides personnel, budget, financial and
program administration as in-kind services. In addition we will secure $77642 in cash match from
partners and $37,44o from in-kind supervision. In previous year's, Leisure Services with the City of
Dubuque has paid the full living allowance for 5 minimum -time members, this year they will increase
that support to 8 minimum -time members, thus increasing their cash match from $11,135 to $17,816.
Clarke University is also a strong partner and will provide in-kind office, internet, phone, and training
space.
Evaluation Summary or Plan
5. EVALUATION SUMMARY OR PLAN
a. EVALUATION REPORT
The Partners in Learning AmeriCorps Program completes a number of self -evaluations and
continuous improvement processes.
Trainings: After each training members fill out a critique/evaluation sheet to rank the training topic
and clarity, speaker effectiveness, what was learned and what they still want to know about the topic.
Throughout the past year, all trainings earned a ranking of a 4 or 5 on a scale of 1 to 5 with 5 being
high, with the exception of one training. The training topic that scored the weakest (3) was on the
topic of volunteer management. Feedback received indicated low scores due to the delivery of the
training through a power point presentation. The Program Director will seek other creative outlets to
including small group exercises, guest speakers, etc... in order to deliver a training that is more
engaging.
Site Reviews: Members are evaluated mid -way through their term of service on their volunteer duties
at their site as well as an evaluation of meeting the AmeriCorps requirements. Members then fill out a
confidential evaluation of their site. These evaluations showed high scores for all sites.
Evaluations include information on the site supervisor on the following: Expressing clear expectations
of the AmeriCorps member and his/her duties; overall communication; resolving concerns; being
easily accessible to the AmeriCorps member; being interested in the AmeriCorps member is doing;
ensures the member is knowledgeable and comfortable with the site's policies and procedures; ensures
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adequate training; values the AmeriCorps member; and is knowledgeable about AmeriCorps and the
Partners in Learning Program.
All sites are also provided with two site visits throughout the year. One at the beginning of the school
year to review guidelines and answer questions and another midway through the service year.
Exit Interviews: At the end of every term members are evaluated on their performance and also fill
out an evaluation on their experience throughout the year and suggestions for program improvement.
Members submit a portfolio of their experience and reflect upon how they have impacted their
community and how they have been impacted as a result of their AmeriCorps experience. Most
members report that volunteer service will become a lifelong commitment as a result of their
AmeriCorps experience. In addition, members always comment that their service has changed their
life, either by a revelation of the career they want to pursue or by experiencing profound moments
while working with children in need.
Civic Engagement Survey: Members take a pre and post Civic Engagement Survey, results from this
past year indicate that 92.5% of members felt their service had a positive impact on themselves. 95%
rated their experience as an Iowa AmeriCorps member as excellent. 97.4% felt their experience had a
positive effect on their community.
Student assessments: In conjunction with the Dubuque Community School District (DCSD) the
Partners in Learning program strives to provide the most accurate information on student
achievement as possible. In previous grant years student achievement was evaluated by the
AmeriCorps member and the teacher working with the students. The evaluation was a ranking of
how much or how little the teacher or member thought the student improved. After looking at the
data the program director held conversations with the Dubuque Community School District to
determine how we could work together to use standardized tests as measurements of success of
students we are working with.
The last two years the Partners in Learning program has utilized MAP test scores from students in
reading and math. Results indicated that we are making progress with students but perhaps not as
much progress as we intended. Due to this evaluation we were able to work with DCSD to create a
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plan for success for the future. That plan entails the essence of this grant, focusing our efforts on K-3
and summer learning. We will also change our assessment tool next year from MAP tests results to
DIBELS. We will be able to monitor children throughout the year with DIBELS instead of just the
beginning and end of the year.
During this next grant cycle the Partners in Learning Program will hire an outside evaluator to reveiw
the program and all of its components.
Amendment Justification
NA
Clarification Summary
Year One: 2014-2015 Clarification Responses
A. Budget
Three budget clarification questions have been addressed and changed within the budget section of the
grant.
B. Programmatic
1. The Executive Summary does not include the at -risk teen program that aligns with the applicant -
determined performance measures for Summer Enrichment. Please revise the Executive Summary to
include all AmeriCorps program components.
Executive summary has been updated to include the at -risk teen program.
2. An Evaluation Report was required, but not submitted. Please submit the required Evaluation
Report.
The evaluation report has been sent via email to ICVS.
3. AmeriCorps members serving at tutoring programs must meet the following qualifications: (1)
High School diploma or its equivalent, or a higher degree; and (2) Successful completion of pre- and
in-service specialized training, as required in 45 CFR 2522.940. Does the program ensure that the
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members meet this requirement?
The AmeriCorps members who will be serving in our tutoring program will meet the tutoring
requirement of having a high school diploma, GED, or a higher degree. Our program will ensure
members meet this requirement by: 1) having members fill out an application which asks for specific
high school graduation information, 2) reviewing the information with the applicant during an
interview.
4. Please describe the criteria for selecting and qualifying tutors, including the requirements in 45 CFS
2522.910 and certify that selected tutors meet these requirements.
When selecting and qualifying tutors our program will seek potential members who: i) are enrolled in
the education field in college, 2) are retired teachers or other professionals looking to remain active in
the educational field, 3) other members of our community who meet the requirements of a high
school diploma, GED, or higher degree who wish to provide intensive service to young children. Our
program certifies that all members selected for tutoring placement will meet the above criteria and
will complete pre and in-service specialized training, as required in 45 CFR 2522.940 and 45 CFR
2522.910.
5. Describe strategies or tools the program will use to assess student progress and measure student
outcomes.
We will use the assessment identified by the state of Iowa to measure and assess student progress.
That assessment is currently the Dynamic Indicators of Basic Early Literacy Skills (DIBELS).
6. Certify that the tutoring curriculum is high-quality and research -based, consistent with the
instructional program of the local education agency and with State academic content standards.
Wecertify that the curriculum that AmeriCorps members will use will be the same curriculum that is
used for the intensive summer school reading program delivered by the Dubuque Community School
District. Students who are not proficient in reading are targeted for this summer program. This
curriculum will be identified by the Dubuque Community Schools by April 15th and will be
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researched -based. This curriculum will support the Iowa Core Content Standards and will also
supplement the current researched -based LEAD 21 reading curriculum used by the school district.
7. Certify that the pre -service and in-service training content is high-quality and research -based,
consistent with the instructional program of the local education agency and with State academic
content standards; and consistent with the activities the member will perform.
We certify that Curriculum staff members of the Dubuque Community School district will train
AmeriCorps members. This training will be specific to the reading content and contain strategies
needed to work with struggling readers. The strategies will support reading content contained in the
Iowa Core Standards. Training will occur at the beginning of the school year and periodically
throughout the school year.
8. Describe how the program ensures that appropriate member supervision is provided by individuals
with expertise in tutoring.
Members will be directly supervised by the classroom teacher. In addition, instructional coaches and
other district curriculum staff will provide additional supervision and training as necessary.
9. The applicant marked SIG/Priority as a Geographic Characteristic; however the application does
not mention that the program would serve SIG/Priority schools. Please clarify if the program intends
to serve SIG/Priority schools and the percent of schools served that would be SIG/Priority. Please see
the NOFO for further clarification on SIG/Priority, if needed.
In reviewing the NOFA guidelines on SIG/Priority, it appears that we marked a box that should have
been left blank. We will be serving in some SIG schools within our school district; however, we will
not be implementing one of the SIG Intervention Models as set forth by the Department of Education.
C. STRATEGIC ENGAGEMENT SLOTS
1. What percentage of your slots will be targeted to recruiting members with disabilities? What is your
program's plan, if any, for outreach and recruitment of members of the disability community?
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Currently our grant has approximately 5% of our member slots filled with members with disabilities.
We will continue to target 5% of our member slots to recruiting members with disabilities. We do not
have a specific outreach plan in place; however we do participate in many community events that are
attended by people with disabilities.
2. In order to increase the number of individuals with disabilities serving as AmeriCorps members,
CNCS is offering applicants the opportunity to request additional MSYs to be filed by AmeriCorps
members with disabilities. The additional MSYs would be funded at the clarification cost per MSY
level. Applicants must describe their intent to recruit, engage and retain additional members with
disabilities and provide a detailed outreach plan for how these members will be recruited and
supported (e.g. established recruitment partners or strategies.) In addition, programs receiving these
additional member positions will be required to report specific details on the success of the
recruitment, supervision and retention of AmeriCorps members with disabilities in semi-annual
progress reports. If you would like to request additional MSYs to be filled by AmeriCorps members
with disabilities, please describe your intent as requested above. Also indicate how many MSYs your
program would like to request, the number of slots by slot type, and where the additional members
will serve. Add these additional MSYs to your budget.
At this time we are not seeking additional MSY's.
D. MSY WITH NO PROGRAM FUNDS ATTACHED (NO COST MSYS)
Applicants may request No -Cost MSYs. These additional no -cost MSYs are national service positions
in which no grant funds will be awarded. In other words, grantees could receive additional
AmeriCorps positions but no additional grant funds. Programs will be responsible for using their own
or other resources to pay program costs, member support costs and other operating expenses. Keep in
mind that full-time AmeriCorps program costs include expenditures for the ArneriCorps living
allowance, health care and criminal history checks. Programs are not required to pay living
allowances or cover health care for less -than -full-time members.
If you would like to request No -Cost MSYs, please edit your budget as appropriate (for example you
may need to revise line items for member gear or criminal history checks). Please ensure your
performance measures align with these additional MSYs. Lastly, you must include a response to each
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Page 20
Narratives
item below in the Clarification narrative field:
i. The number and type of slots requested. Please confirm that for the MSYs requested, the additional
members will only engage in activities aligned with the proposed member activities outlined in the
application narrative.
At this time we are not seeking additional MSY's and therefore will not be answering the remaining
questions in this section.
E. Healthcare
1. Please provide the name of the health insurance provider you are proposing to use to insure your
AmeriCorps members.
We do not have a health insurance provider because our program is not requesting any full time
AmeriCorps member slots. Due to this we will not be answering the remaining questions in this
section.
Continuation Changes
N/A
For Official Use Only
Page 21
Grant Characteristics
Ixl
AmeriCorps
AmeriCorps
AmeriCorps
AmeriCorps
AmeriCorps
Ix lAmeriCorps
E AmeriCorps
1 IAmeriCorps
x 1 AmeriCorps
AmeriCorps
I
Member Population - Communities of Color
Member Population - Low-income Individuals
Member Population - Native Americans
Member Population - New Americans
Member Population - Older Americans
Member Population - People with Disabilities
Member Population - Rural Residents
Member Population - Veterans, Active Military, or their Families
Member Population - economically disadvantaged young adults/opportunity youth
Member Population - None of the above
Geographic Focus - Rural
Geographic Focus - Urban
Encore Program
Community Based Organizations
Geographic Focus - Rural and Urban
Faith Based Organizations
21st CSC
Professional Corps
Governor/Mayor Initiative
SIG/Priority School
Other Initiative
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Performance Measures
Tablel: MSYs by Focus Areas
Focus Area
Education
100%
Table2: MSYs by Objective
Objectives
%MSYs
K-12 Success
100%
Table3: %MSYs by NPM vs.Applicant vs. Not in ANY
'A; MSYs
NPM
Applicant
Not in ANY
75%
22%
3%
Table4: No of MSY and Members by Objective
Objectives
No of MSYs No of Member
K-12 Success
16.33
50
Total
16.33
50
Primary Focus Area:
Primary Intervention:
Secondary Focus Area:
Secondary Intervention:
Education
K-12 Success: Tutoring --One on One
Education
K-12 Success: Summer Learning
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Performance Measure: Supplementary Reading Interventions
Focus
Area:
Education
Objective: K-12 Success
No of 12.23 No of 32
MSY's: Members:
Problem Statement:
Only 72% of Dubuque's 3rd through 5th graders are proficient in reading comprehension according to
results collected from the Iowa Testing Program (ITP) in 2010.
Selected Interventions:
Tutoring --One on One
Tutoring --Small Group
Describe Interventions:
Students identified through the Response to Intervention (Rd) process, in grades kindergarten, 1st, 2nd and
3rd will receive supplementary reading instruction by an AmeriCorps member three times per week for 15-
30 minutes each session, for a minimum of 10 weeks or 30 sessions
ED2 Output:
(PRIORITY) ED2: Number of students who completed K-12 education programs
Target: 400 Students
Measured By:
Attendance Log
Described Instrument:
Members will complete Bi -Weekly Attendance Logs on the students they work
with. Attendance Logs capture the following information: Students last name
and first name; teacher and grade of student; number of tutoring sessions
completed with child during a two week time frame; subject area the session(s)
were on; and how much time they spent with the student.
Members complete and turn in this log every two weeks. Information is
complied at the AmeriCorps office and we keep track of all students who
members work with throughout the year.
Students who have worked with an AmeriCorps member for a minimum of 10
weeks or 30 sessions is consdered completed the program and will move on
for formal evaluation.
ED1 Output:
ED1: Number of students who start in a CNCS-supported education program.
Target: 600 Students
Measured By: Attendance Log
Described Instrument:
ED6 Outcome:
Members will complete Bi -Weekly Attendance Logs on the students they work
with. Attendance Logs capture the Following information: Students last name
and first name; teacher and grade of student; number of tutoring sessions
completed with child during a two week time frame; subject area the session(s)
were on; and how much time they spent with the student.
Members complete and turn in this log every two weeks. Information is
complied at the AmeriCorps office and we keep track of all students who
members work with throughout the year.
(PRIORITY) ED6: Number of youth in mentoring/tutoring programs with improved school attendance
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Performance Measure: Supplementary Reading Interventions
Problem Statement:
Only 72% of Dubuque's 3rd through 5th graders are proficient in reading comprehension according to
results collected from the Iowa Testing Program (ITP) in 2010.
Selected Interventions:
Tutoring --One on One
Tutoring --Small Group
Target: 360 Students
Measured By: Other
Described Instrument: At the end of the school year names of students who completed the
supplementary reading instruction program will be sent to the Dubuque
Community School District (DCSD). DCSD staff will then look at the students
official school attendance records and report on the number of those students
who attend school at least 90% of the year. For students in 1st -3rd grade we
will also be able to evaluate if they improved their attendance fom the previous
year.
ED5 Outcome:
(PRIORITY) ED5: Number of students with improved academic performance in literacy and/or math
Target: 150 Students
Measured By: Standardized Pre \ Post Test
Described Instrument:
The AmeriCorps office compiles all AmeriCorps Bi -Weekly Attendance Logs.
Near the end of the year (April -May), we look at the students who completed a
minimum of 10 weeks or 30 sessions with a member. Those student names
are then sent over to the Dubuque Community School District (DCSD). DCSD
staff then compare the students beginning of the year DIBELS assessment with
the end of the year DIBELS assessment and sends us the number of children
who made steady progress towared grade level reading proficiency. Results
are also broken down per school, due to privacy laws we do not receive
individual scores back.
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Performance Measure: Summer Enrichment
Focus
Area:
Education
Objective: K-12 Success
No of 3.60 No of 17
MSY's: Members:
Problem Statement:
Young people experience learning losses when they do not engage in educational activities during the
summer.
Selected Interventions:
Summer Learning
Describe Interventions:
8 members will serve at -risk students in four neighborhood parks by providing educational and recreational
programs daily for 6 weeks in the summer.
4 members will lead the Future Talk program; engaging at -risk youth age 13-17 in community based reading
and science activities daily for 6 weeks in the summer
2 members will serve the Carnegie Stout Public Library providing weekly reading programs to daycares, the
Boys & Girls Club, and neighborhood park programs for 8 weeks in the summer
3 members will provide reading interventions and support on a daily basis to elementary children in grades
K,1, & 2 enrolled in the Summer Academy for 8 weeks in the summer
OUTPT5982 Output:
Number of children who participate in academic summer enrichment programs
Target: 240
Measured By:
At -risk youth
Other
Described Instrument: Through the use of attendance logs and monthly reports we will keep track of
the number of students who participate in summer academic enrichment
programs. AmeriCorps members will complete attendance logs on a bi-weekly
basis and capture the first and last name of the child attending their program.
Monthly reports will also be used to summarize monthly activities.
OUTCM5983 Outcome:
Number of at -risk youth who receive a science or English credit towards graduation from Future Talk
Target: 20
Measured By:
At -risk youth
Other
Described Instrument:
Through the Future Talk program records we will evaluate the number of at -risk
youth who participate in the program and how many complete the requirement
for a science or English credit towards graduation.
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Required Documents
Document Name Status
Evaluation Sent
Labor Union Concurrence Not Applicable
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Page 27
Exhibits Provided Electronically
Exhibit D - FEDERAL REGULATIONS
45 CFR 2510 et seq.
(http://www.nationalservice.gov/sites/default/files/page/AmeriCorps Regulations_4. 11 13.pdf)
Exhibit E - AMERICORPS GENERAL PROVISIONS
2014 AmeriCorps State and National Grant Provisions
Effective June 1, 2014
(https://egrants.cns.gov/provisions/Fina1 2014AmeriCorpsGrantProvisions 20140618.pdf)
Exhibit F- ANNOUNCEMENT OF FEDERAL FUNDING
OPPORTUNITY
Final Initial Announcement 1/14/2014
AmeriCorps State and National Grants FY 2014
(http://www.nationalservice. gov/sites/default/files/upload/2014AmeriCorpsNotice-FINAL.pdf)
Exhibit G — AMERICORPS INSTRUCTIONS STATE AND
NATIONAL COMPETITIVE NEW AND CONTINUATION
(OMB Control #: 3045-0047, Expiration Date: 1/31/2017)
(http://www.nationalservice. gov/sites/default/files/upload/AppinstructionsFlNAL.pdf)
Exhibit H —2014-2015 ICVS AMERICORPS PROGRAM DIRECTOR
MANUAL
AmeriCorps program Director Manual
(provided August 4, 2014)
Exhibit I
Disaster Cadre
EXHIBIT I
DISASTER DEPLOYMENT AGREEMENT
In this agreement the ICVS and Grantee agree as follows:
1. PURPOSE. The purpose of this agreement is to outline the expectations and limitations
of, for eligible reimbursements and requirements for disaster deployment under the
ICVS' Disaster Response Cooperative Agreement (DRCA) with the Corporation for
National and Community Service (CNCS) or direct deployments initiated from Iowa
Homeland Security and Emergency Management (HSEMD).
2. MEMBERS. The Grantee, as a member of the Iowa AmeriCorps Disaster Cadre is
willing to respond to disasters or assist in recovery efforts within their capability. ICVS
and Grantee seek to make efficient use of their authority, powers, resources, and
privileges by entering into this agreement to carry out its purposes.
3. COST REIMBURSEMENT. Grantee is eligible for cost reimbursements associated
with a specific mission assignment for allowable expenses that fall within the approved
budget for deployment. Allowable expenses include travel, lodging, meals, supplies, and
equipment incurred for deployment and any negotiated expenses specific to the
deployment or mission assignment.
Unless specifically negotiated and approved under a specific mission assignment and
deployment(s), the ICVS will not reimburse costs already included in the program's
budget under its existing ICVS or CNCS grant(s). This preclusion includes both the
Corporation and non -Corporation shares of staff salaries paid, participant costs, staff
overtimes, administrative overhead and fees and/ or any other costs.
The Grantee is responsible for following all reimbursement procedures and allowable
cost policies outlined or referenced in the Disaster Deployment Agreement between the
ICVS and CNCS that will be provided to the Grantee in the case of mission assignment
and deployment.
4. LIABILITY. Grantee ensures adequate liability coverage for any mission assignment
or deployment.
5. RECORD KEEPING. Records will be maintained by the Grantee and ICVS in a
manner consistent with the reporting requirements of the Iowa Department of Revenue
and Finance, the State of Iowa Auditor's Office, the Corporation for National and
Community Service and the Federal Emergency Management Agency. Source
documentation sufficient to support expenditures will be provided by the Grantee at the
time reimbursement is requested. Grantee shall keep a copy of receipts requested for
reimbursement for a period of 6.25 years from the end of the mission assignment. .
Exhibit I
Page 1/2
6. TRAINING. Grantee shall insure AmeriCorps Members have received appropriate
training for the specific mission assignment prior to acceptance of that mission
assignment.
7. TERMINATION. This agreement may be terminated in part or completely with or
without cause by either ICVS or Grantee upon thirty (30) days written notice.
8. AMENDMENTS. Any amendment to this agreement shall be by the mutual consent of
the parties, be in writing, and be appended to this agreement.
9. DEPLOYMENT. Any deployment not ordered by the Governor will be voluntary and
can be rejected by the ICVS or the Grantee. Programs will not be reimbursed for any
disaster response unless a specific deployment for that activity is issued. Multiple
deployments may be issued under any specific mission assignment received by ICVS
and/or CNCS.
10. ADMINISTRATORS. Grantee and the ICVS each will designate one representative
to serve as administrators of this agreement.
For Grantee:
For ICVS:
(name)
(phone number)
(email address)
Adam Lounsbury
515-725-3099
Adam.Lounsbury@iowa.gov
Exhibit I
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