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AmeriCorps
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– Volunteer Maine, the state service commission
builds capacity and sustainability in Maine's volunteer sector by
management practices,
– www.MaineServiceCommission.gov And
February 2018
What is AmeriCorps AmeriCorps State’s purpose Program design Key budget concepts Terminology AmeriCorps HR Unique traits of Maine
Rural State AmeriCorps
It is a National Service program › Created by Congress in 1993
National and Community Service Trust Act
› Funded through the Corporation for National and
Community service (a federal agency)
› Each year over 75,000
Americans serve
› Be the domestic Peace Corps
Strengthen communities Meet critical needs Permanently change conditions
3 related branches Each has a distinct mission › AmeriCorps NCCC –
disaster response, relief and in “peace time” community projects
› AmeriCorps VISTA –
alleviate poverty by developing
› AmeriCorps State/National –
direct service & capacity building by engaging community volunteers, improving volunteer management
Member service benefits people,
communities – external facing Examples
› Teach classes
› Organize community gardens › Train home child care staff › Winterize or repair homes, community
buildings
› Conduct financial literacy programs › Do health assessments
AND builds capacity.
Examples
› Implement volunteer management › Conduct volunteer training › Recruit local residents to volunteer › Serve alongside volunteers, teaching
them the AmeriCorps members’ job
› Connect with partners who share the
vision/mission of grantee agency
AmeriCorps Members
› Serve in teams
You can’t have “just one”
Normally must have at least 8 members Rural State AmeriCorps – min 2 @ 1700 hrs or 3400 hrs service,
› They have a common work plan
Activities are from a model solution proven to change situation Every Member works on the same goal Service activities the same regardless of the setting
Take the Poll on your screen!
› What is your organization’s
AmeriCorps experience?
Has your organization hosted
AmeriCorps VISTA or AmeriCorps State/National members in the past?? No. We haven’t had either. Yes, we hosted VISTA Yes, we hosted AmeriCorps State/National Yes, we hosted both No Vote
› Requires implementation of all
volunteer management practices
Members have role descriptions, applications, background checks, orientation, terms of service training, supervision, time and effort reporting, etc.
› Requires implementation of all volunteer
management practices
Service is documented – how much accomplished, for who, when Service results are reported – how much impact or results $$ value, both cost and ROI to organization’s leadership, staff & board to internal audiences including volunteers to funders and public constituents
› Requires implementation of all
volunteer management practices
Resources used recorded – cash in-kind supplies people (employees, consultants, trainers) occupancy or tools Agency has or develops policies on volunteer engagement
› Commission technical assistance
and training helps grantees develop volunteer management capacity
› Activity
Download the file, VolunteerManagementPractices.docx and take a minute to complete it with your team. This is also page 3 of Attachment I in the RFP.
› Use the chat box to respond.
What observations do you have about the current status of volunteer management? What are the implications for an AmeriCorps program?
Section 3. Essential Practices of Volunteer Management For some organizations, AmeriCorps is the first introduction to implementation of all the essential practices of volunteer
Elements of Volunteer Resources Management Fully implemented Partially implemented Not being done Written statement of philosophy related to volunteer involvement Orientation for new paid staff about why and how volunteers are involved in the organization's work Designated manager/leader for overseeing management of volunteers’ agency-wide Periodic needs assessment to determine how volunteers should be involved to address the mission Written position descriptions for volunteer roles Written policies and procedures for volunteer involvement Organizational budget reflects expenses related to volunteer involvement Periodic risk management assessment related to volunteer roles Liability insurance coverage for volunteers Specific strategies for ongoing volunteer recruitment Standardized screening and matching procedures for determining appropriate placement of volunteers Consistent general orientation for new volunteers Consistent training for new volunteers regarding specific duties and responsibilities Designated supervisors for all volunteer roles Periodic assessments of volunteer performance Periodic assessments of staff support for volunteers Consistent activities for recognizing volunteer contributions Consistent activities for recognizing staff support for volunteers Regular collection of information (numerical and anecdotal) regarding volunteer involvement Information related to volunteer involvement is shared with board members and other stakeholders at least twice annually Volunteer resources manager and fund development manager work closely together Volunteer resources manager is included in top-level planning Volunteer involvement is linked to organizational or program outcomes
› Services focus in specific areas
What federal law allows:
Economic Opportunity Healthy futures Education Public Safety (including Disaster Services) Environmental Stewardship (includes housing) Veterans Services
› Each grant competition highlights a
subset
› Economic Opportunity means
Grants support and/or facilitate
access to services and resources that contribute to the improved economic well-being and security of economically disadvantaged people; help economically disadvantaged people to have improved access to services that enhance financial literacy; transition into or remain in safe, healthy, affordable housing; and/or have improved employability leading to increased success in becoming employed.
› Disaster Services means
Grants support/facilitate service that
increases preparedness of individuals for disasters, improves individual readiness to respond to disasters, helps individuals recover from disasters, and/or helps individuals mitigate disasters.
› Environmental stewardship means
Grants supports service that
decreases energy & water consumption; improve at-risk ecosystems; increase green training opportunities that lead to employment in related fields; and/or increases individual behavioral change leading to increased energy efficiency, renewable energy use, and ecosystem improvements for economically disadvantaged households and communities.
› Healthy Futures means
Grants supports service that
improves access to primary and preventive health care for communities; increases seniors’ ability to remain in their own homes with the same or improved quality of life for as long as possible; and/or increases physical activity and improve nutrition in youth with the purpose of reducing childhood
› Education means
Grants support service that contributes to
improved educational outcomes for economically disadvantaged children; improved school readiness for economically disadvantaged young children; improved educational and behavioral
high schools; and/or preparing economically disadvantaged students for success in post-secondary education
› Veterans and military families means
Grants support service that
positively impacts the quality of life of veterans and improves military family strength; increases the number of veterans, military service members, and their families served; and/or increases the number of veterans and military family members engaged in service through CNCS-supported programs.
Activity: Take the Poll on your screen!
› What focus area matches your
potential program?
What area of community need would your
program address? Economic Opportunity Education Environmental Stewardship Disaster Services Healthy Futures Veterans and Military Families Services Other
› Commission priority = capacity building
Capacity building activities must:
support or enhance the program delivery model. respond to the organization’s goal of increasing, expanding or enhancing services, and enable the agency to provide a sustained level
AmeriCorps member’s term of service has ended.
Tactics for capacity building
Commission training on volunteer management Agency/grantee participation in Service Enterprise AmeriCorps program engages community in program operation
› Think about the community need you
want to tackle
What is the solution your program will implement? How do you know the solution will work? Who recommends it for the situation? Who has evaluated its effectiveness? What will AmeriCorps members do? What roles will community volunteers fill? When AmeriCorps leaves in 3 years, what permanent change will be their legacy? Is the community ready to change?
› Activity
Download the file, PD1.docx and take 10 minutes to complete it with your team. When you have completed the activity, please use the “Raise Hand” function to show you are ready to move on.
› Use the chat box to submit questions.
These will be answered when we come back in 10 minutes.
Think about the community need you want to tackle
What is the solution your program will implement? How do you know the solution will work? Who recommends it for the situation? Who has evaluated its effectiveness? How did you engage community members in designing the AmeriCorps program? What will AmeriCorps members do? What roles will community members fill? When AmeriCorps leaves in 3 years, what permanent change will be their legacy? How would an observer know AmeriCorps had been there?
Purpose
› Develop the capacity of private
nonprofit & public agencies in Maine’s rural areas to engage community volunteers in their mission-related work bring AmeriCorps resources to bear on local needs
› Develop organizations’ abilities to balance
implementing an evidence-based service activity that measurably improves issue building internal capacity to meet local demand for services managing pro bono human resources.
Maine Rural State AmeriCorps
› Capacity building is highest priority
Developing technical and financial support Increasing managerial execution
› Equally important, need must be priority
to the community
› All federal priority areas considered › The proposed service activity must be
allowable under federal requirements
Operate through grants made to
local organizations
› Eligible entities must have EIN
Public agencies – municipal, county Private nonprofit agencies School districts and higher ed institutions Faith-based organizations
› May only operate a program in Maine › Maine Rural State AmeriCorps
This must be the first AmeriCorps grant Must have at least 1 employee who will devote significant time to AmeriCorps Must be physically present in community Grant award is for 3 years; start August
Service targets need or problem in
a community
› Goal → measurably improve situation › Impact on a specific geographic area,
target population
Service activity is “evidence based”
› Proven to work by research or evaluation › Model promoted by expert on the topic › Implement in your locale “with fidelity”
meaning “without tinkering with model”
Community consultation
› Those who will benefit help design it › Community advises during implementation Provides feedback on what’s working Reviews assessments, results Helps build connections, resources
Grantee organization is ready
› Leadership supports goals, methods, and
engaging AmeriCorps members
› Other employees support and will welcome
AmeriCorps members and volunteers
› Local resources are real not “hoped for”
Able to track effectiveness with data
+ performance measures
› Pick from national menu of paired
› Follow instructions provided by CNCS for
measuring
› Assess 3 aspects of impact:
service activities – how things improve community capacity – local volunteer growth member development – what members learn
Can articulate a theory of change
› Has a strong understanding of community
status in terms of addressing the need At the 50 yard line? In opponent’s end zone? Everyone in agreement or still debating?
› Describes why this service activity is the right
› Describes what will change and by how
much as a result of AmeriCorps effort How far down the field can you move the ball towards your goal of solving the problem
Plan is so well thought out, it fits into a
logic model
› End goal is clear › Activity types & amounts required to
accomplish outcomes are known
› Relationships and credibility with
beneficiaries exist
› Short-term + intermediate outcomes
known
› Resources needed for activities are at
hand
› Activity
Download the file, PD2.docx and take 15 minutes to complete it with your team. When you have completed the activity, please use the “Raise Hand” function to show you are ready to move on.
› Use the chat box to submit questions.
These will be answered when we come back in 15 minutes.
Mapping out what AmeriCorps members will do
Program Service
Task/activity How often (daily, weekly, etc) How long each time For what time period (#
weeks) Describe target participants (homeowners, parents, etc) At what location(s) What resources are needed to accomplish task What training or knowledge to members need to succeed?
Prints on Legal paper 8.5X14
Mapping out what AmeriCorps members will do
Community Engagement
Community Volunteer Roles in Program Will they serve beside AmeriCorps members What tasks will community volunteers do How many volunteers are needed What resources are needed to support volunteer success How will volunteer efforts be measured (time, accomplishments) What volunteer management tasks will AmeriCorps members have (recruit, screen, train, etc.) What training do members need to succeed?
Prints on Legal paper 8.5X14
What an AmeriCorps grant provides
› Personnel
Authorized AmeriCorps member slots (positions) 3 terms of service options to help you reach your goals: 1700 hours over 11 months 1200 hours in 9 months 900 hours over 6 months Full-time means 40 hrs/wk
› Funds to support the Members
Federal agency annually sets a maximum per-member amount Cost-per-Member based on 1700 hours This year the CPM is $15, 479
What local sources provide › Funds for program operations
(travel, training, supervision, evaluation, supplies…)
Budget flexibility
› If local donors prefer to support
the members, AmeriCorps funds can cover supervision, training, etc.
Budget flexibility Example 1
› Local resources do not cover Members but
will support other expenses
AmeriCorps Local Share Total
Member support
$$$$ $
Project director/ Member supervisor
$$$$
Member travel
$$$$
… other (phone, internet, training, supplies, etc.)
$$$$
Budget flexibility example 2
› Local resources prefer to cover Members
but are not able to cover other expenses
AmeriCorps Local Share Total
Member support
$$$$
Project director/ Member supervisor
$$$$
Member travel
$$$$
… other (phone, internet, training, supplies, etc.)
$$$$ $$$$
Difference:
AmeriCorps host site vs grantee
› No cost share paid to another agency. › You budget to fit your circumstances. › The resources you put toward the program (space,
materials, on-site training, supervision) count as local share for your grant not someone else’s.
› You have full control over
the activity implemented, member workplan, assessment of member performance, and more.
› You get full credit for change in
local need.
Possible sources of local share
› Local share makes up at least 30% of total
project budget.
› Local share is a mix of cash and in-kind.
Cash = any expense paid with organizational cash; if not match on another grant can be
Will need $5,493 per member to cover support costs not covered by AmeriCorps funds In-kind = expenses covered by third party such as waived training fees, supplies donated for service effort, etc.
Some local share options in proposal
for 2 AmeriCorps members
› Minimum required local share total - $15,000 › These are just ideas to start your thinking. › Remember, cash is anything your agency pays for and in-
kind will be a project contribution from an outside partner.
Item Calculation Total
Member support About $3,520/pp cash needed for expenses not covered by AC funds $ 7,040 Supervision – allocate part of existing staff 30% of staff person whose wage is $36,000 and benefits/taxes are 20% for total $43,200/yr. Dedicates 12 hrs/wk program and members – 12/40 = 30% $12,960 Space (if not part of indirect) $9/sq foot including utilities X 100 sq ft $ 900 Indirect Only 5% of AmeriCorps funds can go to indirect.* Under federal rules, the difference can be allocated as match. So your agency indirect is 15%, the 10% not claimed on AmeriCorps goes under match. $ 6,000 Total of your cash contribution $26,900
Unique in AmeriCorps budgets
› Local Share
To determine the percentage of sharing, use the total project amount. For example, using the partial figures from the last slide and putting all CNCS funds on Member Support, the share is …
30,958/57,858 = 0.54; 23,930/57,858 = 0.46
Item CNCS Share Grantee Share Total
Member support $ 29,411 $ 7,040 36,451 Supervision – allocate part of existing staff $12,960 12,960 Space (if not part of indirect) $ 900 900 Indirect 1,547 $6,000 7,547 Total 30,958 26,900 57,858 54% 46% 100%
Unique in AmeriCorps budgets
› Calculating Indirect
Congress set a limit of 5% on the amount of AmeriCorps funds claimed as indirect. BUT Allowed organizations with Negotiated Indirect Cost Rate Agreements (NICRAs) to claim the difference between their indirect rate and the 5% as grantee share. For example, using the figures from the last slide where the indirect rate was 15%, it works like this … This is Option B in the budget instructions. Item CNCS Share Grantee Share Total
Expenses before indirect $ 29,411 $ 20,900 50,311 29411 X .0526 (50311 X 0.15)-1547 CNCS + Grantee shares Indirect 1,547 $6,000 7,547 Total 30,958 26,900 57,858 54% 46% 100%
Unique in AmeriCorps budgets
But …. but …. We don’t have a NICRA! How do we claim indirect? Can we?
Unique in AmeriCorps budgets
› Option A is for organizations without NICRAs
It is not the de minimus rate permitted under Uniform Guidance. You claim 5% on the CNCS share You claim as Grantee Share, 10% of total project For example, using the figures from the last slide, it works like this … Item CNCS Share Grantee Share Total
Expenses before indirect $ 29,411 $ 20,900 50,311 29411 X .0526 50311 X 0.10 CNCS + Grantee shares Indirect 1,547 $5,031 6,578 Total 30,958 25,931 56,899 54% 46% 100%
Unique in AmeriCorps budgets
› Uniform Guidance (2CFR 200+)
the CNCS exception
When calculating the indirect on CNCS share, member stipends and benefits are included. When calculating indirect on Grantee Share, For NICRAs, follow your agreement instructions on whether to include or exclude Member Support; For Fixed 10%, include Member Support For De Minimis, exclude Member Support
› Complete instructions are in the RFP.
› Activity – 15 minutes
Review Budget instructions in RFP pages 42-48. When you have completed the activity, please use the “Raise Hand” function to show you are ready to move on.
› Use the chat box to submit questions.
These will be answered when we come back in 15 minutes.
› Activity – 3 Questions!
As the Pop Quiz items appear on your screen, select the answer you believe is correct.
#1. CPM means …
Corps Personnel Manual Calculated Percent Minimum Cost Per Member Corona Patient Meter
› Activity – Pop Quiz!
#2. All service terms must be served full-time (40 hours/week) but there are several options to fit program
675 hrs, 450 hrs, 1700 hrs
1200 hrs, 675 hrs, 900 hrs 900 hrs, 1200 hrs, 1700 hrs
› Activity – Pop Quiz!
#3. ALL AmeriCorps Members serving full-time receive a living allowance, health insurance and are covered by accident/injury or worker comp insurance. No
Yes
A “regular” AmeriCorps program › Member service terms have 5 options:
1700 hours completed in 1 year; 1200 hours completed in 9 months (school year) 900 hours finished in 6 months; 675 hours 450 hours 300 hours
Any terms could be 40 hrs/wk but most shorter
› Living allowance only provided if
serving 40 hrs/wk.
Maine Rural State AmeriCorps › Member terms → 1700 hrs, 1200 hrs, 900 hrs › 1700 hrs at 40 hrs/wk, term lasts min. 43 weeks › Supported by living allowance and benefits
Maine Rural State AmeriCorps model
› Minimum size is 2 @ 1700 hrs or 3400 hours;
maximum size is 5 @ 1700 hrs or 8500 hours
Everyone must serve full-time
“Member development” › Equivalent to professional development
Orientation and training -- onboarding Training on skills, knowledge for task (20 %
Education or training that will improve Member understanding of issue, agency, community context Helping member document performance
AmeriCorps Members
› Commit to term of service › Member service agreement
Rolls into one document
and
› Member position description is like
volunteer role description Term of service Function of role at place of service Qualifications, Skills, Knowledge, Abilities (essential and preferred) Duties or responsibilities; daily hours and location; Reporting relationship, etc.
AmeriCorps Members › Benefits
for full-time:
forbearance on payment of student loans; trust pays interest accrued during service term; on successful completion, ~$6,195+ Education Award
AmeriCorps Members
› Are recruited, selected,
supervised, and evaluated by the grantee agency
› Receive training to perform all
the service activities at the start as well as during their terms
› As a result of reflection activities organized by program,
develop an ethic of service and civic responsibility
›
If age 55 or over, have the option to transfer the Ed Award to their child or grandchild
Performance Measures and Data › Three components for new Rural Grantees
(see RFP pages 29 - 31)
Demographics (page 42) Number of community volunteers Continuous Improvement (page 29) Think of this as customer and operations feedback loop
Performance Measures and Data
Performance measures (page 29-31) Applicants do not enter service activity performance measures but should review the national “menu” for measures that fit their program. Enter Capacity Building and Member Development measures as “applicant defined” in the
DESIGN ELIGIBILITY
2 @ 1700 hrs to 5 @ 1700 hrs AmeriCorps members only OR (if use other options) 3400 hrs up to 8500 hrs service
Members serve only 40 hrs/wk
Only serve with one agency – no sharing
Year 1 – implement volunteer services & systems
Year 2 – undertake organizational capacity building thru expanded volunteer engagement
Year 3 – cement operation, look to the future
May apply for one additional rural AC grant Never had an AmeriCorps grant Has EIN (established organization) Currently has physical presence in county or
community to be served
Has at least 1 employee with time to devote to
AmeriCorps program
Municipal, nonprofit, higher ed, county
FINANCES PREFERENCES
Award: $15,492 X every 1700 hours of service Amount is each year for 3 years Local share – cash + in-kind mix › Min. 30% of total grant budget › Cash is report of agency funds or project donations
used for program (supervision, space, indirect rate)
› In-kind resources (training, supplies donated, etc.) Rural areas including small cities like
Skowhegan, Presque Isle, Ellsworth, Belfast
Preference points for rural counties*:
› Aroostook, Washington, Hancock › Waldo, Lincoln, Knox › Piscataquis, Oxford, Franklin, Somerset
*USDA rural-urban continuum codes 6, 7, or 8
MEMBER EXPENSES PROJECT EXPENSES
Living Allowance and Required Expenses:
(sample – varies slightly by grantee)
›
$ 14,279 Living Allowance/Stipend
›
1,092 FICA (paid to aid in earning quarters)
›
214 Accidental Injury/Death Insurance
›
2,640 Health Coverage est. $220/mo X 12 – budget as if all Member’s need
›
39 Background check (fed. regulation) Determined by program design:
›
Member training
›
Member travel related to service activity
›
Program supplies (curriculum, tools, wood, dirt, ...)
›
Facilities (office, program activity, …)
›
Program director and member supervisor
›
Staff travel for program and state training (6X/yr)
›
Indirect
›
Etc.
✓ Under the USDA Continuum Code our county is classified as
a 2. However the area meets Rural Development requirements through HUD. Is the rural designation determined at a county level? This grant program uses the USDA Rural-Urban Continuum Code which is based on counties. No area is excluded from applying but the preference points will only be awarded to proposals from counties with codes of 6, 7, or 8.
✓ Does VISTA count as a previous AmeriCorps grant?
Hosting an AmeriCorps VISTA member does not disqualify an
A host organization pays the VISTA project a share of the cost
A grant would mean the organization was given federal funds to operate the project and has control over the funds, the work, the goals, etc. That is why being a host site for VISTA or AmeriCorps State/National does not disqualify an agency from submitting a Maine Rural State AmeriCorps proposal.
✓ If a program is state‐wide, but has an office in
Hancock County and will place members there, does it qualify as in Hancock?
service focus on that rural area (Hancock county).
✓ If our agency has offices in two rural areas and
wants to put AmeriCorps members in each, should we submit 1 or 2 applications? Under federal rules, the same AmeriCorps program may not be funded under 2 different AC grant programs to do the same thing. So, if both proposals were for the same program, one would be disallowed. However, the same agency can submit 2 applications if the AmeriCorps programs will be different – example: financial literacy in one county and nutrition education in another.
✓ Is the 30% match required each year or does that
amount cover 3 years? Each year because the costs for full‐time members do not decrease.
✓ Can that match come from grant sources?
federal agencies are encouraging use of their funds as local share for AmeriCorps. You would need to ask the federal program officer first.
Since the formal Request for Proposal is published Commission staff are not allowed to provide individual advice. Email questions to Service.Commission@maine.gov Subject: RFP 202002032 Question All questions must be received by April 6.
Volunteer Maine, the state service commission 207-624-7792 Service.Commission@maine.gov
19 Elkins Lane, Room 105 105 State House Station, Augusta, ME 04333 www.MaineServiceCommission.gov Follow MCCS on Facebook and Twitter! “A Stronger Maine through Volunteerism.”