Transcript Slide 1

Serve Alabama: The Governor’s Office of
Faith-Based and Volunteer Service
2013-14 Pre-Funding Workshop
AmeriCorps State Competitive and Formula
Application
Pre-Funding Workshop Outline
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Section I: Overview of Serve Alabama, National
Service and CNCS/AmeriCorps
Section II: AmeriCorps State
Section III: Financials
Section IV: Training and Member Management
Section V: Application Requirements
Section VI: Expectations of Sub-Grantees
Key Words/Acronyms
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Serve Alabama is the State Service Commission
and the grantee
Successful applicants are the sub-grantee
MSY - Member Service Year = 1 slot
OMB - Office of Management and Budget
CNCS – Corporation for National and
Community Service
Section I
Overview/Background
Serve Alabama, National Service,
and CNCS/AmeriCorps
Serve Alabama
Serve Alabama, formerly the Governor’s Office
of Faith-Based & Community Initiatives, was
renamed and the mission broadened through
Executive Order #30, May 2012. Serve Alabama
is the State Service Commission for Alabama.
The Mission of Serve Alabama
The mission of Serve Alabama is to build the
capacity of individuals and organizations to
serve and transform the communities in
which they live and to serve as a bridge
between government and community.
Serve Alabama Works to:
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Increase an ethic of service and volunteerism in
the State of Alabama,
Increase the capacity of faith and communitybased organizations within the state to better
compete for funding opportunities and
Increase collaboration among the people and
organizations that are trying to meet the greatest
need of our state.
The Primary Functions of Serve
Alabama
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The Faith-Based and Volunteer Service in Alabama
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Informational Packets
Information Loop
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Alabama State Service Commission
 AmeriCorps State Programs (Formula, Competitive, Competitive-Fixed and
Formula-Fixed)
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Disaster Preparedness and Response
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Citizen Corps Program (funded by the Alabama Department of Homeland
Security/U.S. Office of Domestic Preparedness)
Volunteer and Donation Coordination for the State Emergency Operations
Plan/Support Annex I
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High Hopes Drop-Out Prevention partnership with the Alabama State
Department of Education
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Volunteer Generation Fund
National Service and Volunteerism
Volunteering in America
"The health of a democratic society may be measured by the quality of
functions performed by private citizens"—Alexis de Tocqueville
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Alexis de Tocqueville, a French observer of American life in
the early 1800’s noted that, more than any other people,
Americans have always volunteered to help their neighbors
and their communities. Our government encourages and
supports this spirit of cooperation.
National Service and Volunteerism
Over two hundred years after de Tocqueville, the terrorist
attacks of September 11, 2001 created a new sense of civic pride,
patriotism, and gratitude for America’s freedoms.
The tragic events of 9-11 crystallized the spirit of active
community involvement for many Americans. As a people, we are
committed to the ideal of volunteering—looking to serve our nation
and our fellow citizens in new and meaningful ways.
By giving of ourselves, we demonstrate our country's greatest
source of strength: An active and engaged citizenry.
We Are a Country That Serves . . . In Many Meaningful Ways
(Source: www.cns.gov)
AmeriCorps
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Administered by the Corporation for National
and Community Service (Federal agency)
Began in 1994 and commonly referred to as “the
domestic Peace Corps”
Comprised of AmeriCorps State and National,
VISTA and AmeriCorps NCCC.
Serve Alabama administers AmeriCorps State
Competitive and Formula Program.
What Governs AmeriCorps State?
Prior to October 1, 2009:
NATIONAL AND COMMUNITY SERVICE ACT OF 1990
(as amended through P.L. 106-170, approved 12-17-99)
After October 1, 2009:
Edward Kennedy Serve America Act
“Serve America Act”
National and Community Service Act
of 1990
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Landmark legislation which established
Governor appointed state service commissions
(Serve Alabama)
In 1993 the Corporation for National and
Community Service was created as the federal
agency with oversight responsibilities for this
legislation.
Edward Kennedy Serve America Act
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The Serve America Act reauthorizes and expands national
service programs administered by the Corporation for
National and Community Service, a federal agency created in
1993.
The Corporation engages five million Americans in resultdriven service each year, including 80,000 AmeriCorps
members, 330,000 Senior Corps volunteers, and 3.4 million
additional community volunteers mobilized and managed
through the agency’s programs. (www.CNS.gov)
AmeriCorps State
AmeriCorps State works with Governor-appointed
State Service Commissions to provide grants to public
and nonprofit organizations that sponsor service
programs around the country, including hundreds of
faith-based and community organizations, higher
education institutions, and public agencies.
Grants assist these groups in recruiting, training
and placing AmeriCorps members to meet critical
community needs in education, public safety, health,
and the environment.
(Source: www.americorps.gov)
AmeriCorps State vs. AmeriCorps VISTA
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AmeriCorps State program augment existing services
of an organization in a community and work to meet
an ongoing need. AmeriCorps members typically serve
as a part of a larger Corps and provide direct service.
AmeriCorps VISTA (managed by the State CNCS
office) typically places a single or small group of
individual(s) in an organization/community to help
build capacity to address a need. VISTA members
provide indirect services and should serve towards
alleviation or elimination of a community need.
Section II
AmeriCorps State
AmeriCorps State Funding Structure
Corporation for National and Community Service
(Federal Funding Agency)
Serve Alabama
(Grantee)
AmeriCorps State Competitive and Formula Programs
(Sub-Grantees)
Host Site
Host Site
Host Site
Members
Members
Members
AmeriCorps State (Formula)
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Funding request must be structured based on the
number of MSY requested
Annual Allocation to the state of funding
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Programs develop budgets with their application to
support member request and other allowable
expenditures
Annual Allocation of member slots (MSY’s) based
on population
1 MSY = 1 full time member
 1 MSY= 2 half time members
 1 MSY = 4 quarter time members
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AmeriCorps State Program Structure
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Host Agency (legal applicant- sub-grantee to
Serve Alabama)
Service Sites (MOU between the Host Agency
and the Service Site) – where members serve
e.g., The Employers Child Care Alliance in
Opelika is the host Agency (sub-grantee) and
service sites include Lee County Schools, the
BRIDGES after school program, and the
American Red Cross
Is AmeriCorps Right For Your Agency?
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Review the www.americorps.gov web site and the
current AmeriCorps provisions.
Contact current AmeriCorps State Programs.
Start to critically analyze your organizational capacity
to manage a complex federal grant.
Evaluate your capacity to recruit, interview and
manage members.
Are your community partnerships strong? Are these
potential service sites for members?
What is your current strategy for sustainability?
What Makes This Application
Unique?
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Member management, recruitment and retention
– tracking service hours, payment of stipends
and member development
Flexibility of program design
Complexity of implementation – service sites,
site supervisors
Rigorous reporting and accountability –
reimbursement grant
Who is Eligible to Apply?
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Public agencies (local and state government,
education agencies)
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Private Non-Profit (faith-based and
community organizations)
Before You Decide to Apply…
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Thoroughly read the Application Instructions
and Additional Application Instructions
(www.ServeAlabama.gov)
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Educate your Board about the benefits and costs
of the program
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Review the AmeriCorps Provisions and
applicable federal statutes
KEY Factors
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Organizations must be prepared to support and
implement activities as they are described in the grant
application.
Organizations are encouraged to include key
administrative, programmatic and financial staff in
project planning.
Organizations must have current, demonstrable
capacity to manage a complex federally funded project.
Adequate personnel to include a dedicated, qualified
accountant (or contract with a reputable accounting
firm)
Imagine if…..
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You don’t have the capacity to:
 Significantly increase the number of people in your
organization (space)
 Little or no in-kind or cash match to support the program
 No dedicated staff to meet the members needs, the
Commissions requirements and your community partners
expectations
 No understanding of the requirements of receiving and
managing federal funds
Imagine if….
Your organization has the capacity to:
 Recruit 15-25 motivated, dedicated members
each year
 Be a recruiter, a trainer, a motivator, a planner, a
juggler, a disciplinarian, a leader…
 Each year, your program could expand with 1525 well trained, dedicated individuals who are
committed to your mission and ambassadors in
your community
Approval Process
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Grant applications will be reviewed by Serve
Alabama Staff, a Peer Review Panel and
Commissioners.
Reviewers utilize a standard review tool.
Recommendations are made to the Serve
Alabama Director and the State Service
Commission for final funding decisions.
Portfolio of State Formula Programs submitted
to the Corporation for National and Community
Service by Serve Alabama for final approval.
Section III
Financials
AmeriCorps State - Financials
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May not be the right grant for your organization
if:
You are seeking a lot of operating funds for your
organization
 Your organization cannot provide in-kind and or
cash match support for the program
 You cannot separate and track expenditures with an
adequate accounting system
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AmeriCorps State - Financials
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May be the right grant if your organization:
Wants to expand current services
 Can secure experienced qualified staff
 Is highly organized and diversified
 Has resources to support a reimbursement grant
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Effective Financial Management
INTERNAL
CONTROLS
Time
&
Activity
Documenting
Expenses
Written Policies
&
Procedures
Financial
Reporting
EFFECTIVE
FINANCIAL
MANAGEMENT
Efficient
Accounting
System
BUDGET
CONTROLS
MATCHING/
IN-KIND
CONTRIBUTION
Managing
Cash
Regulatory
Requirements
(Provisions)
Elements of Good Internal
Controls
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Documented policies and procedures
Adequate cash management procedures
(monthly bank reconciliations)
System to track member and employee
activities
System to follow-up on problems identified
to ensure resolution
Determination of Acceptability
of Costs
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Conditions in Award Letter and Contract
AmeriCorps Provisions
AmeriCorps Policy
OMB Circulars
Program Applicability
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Allocable
Allowable
Reasonable
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Necessary
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Key Budget Factors to Consider
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Match (24% overall match for a new program)
Personnel – must have 100% of an FTE
assigned to the project per 10 members; must
have qualified staff assigned to the project
Cost per MSY cannot exceed $13,300 (based on
total request)
Living allowance - $24,200 (maximum fulltime
member)
 Health Insurance - required for full time member
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Key Budget Factors to Consider
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Other Costs to consider:
Training for Staff and Members
 Travel for Staff and Members
 AmeriCorps Gear for Members
 Supplies
 Space
 Equipment
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Match Requirements
Section 407 of the appropriations act:
“AmeriCorps programs receiving grants under the National
Service Trust program shall meet an overall minimum share
requirement of 24% for the first three years that they receive
AmeriCorps funding, and thereafter shall meet the overall
minimum share requirement as provided in section 2521.60 of
title 45, Code of Federal Regulations, without regard to the
operating costs match requirement in section 121(e) or the
member support Federal share limitations in section 140 of
the National and Community Service Act of 1990, and subject
to partial waiver consistent with section 2521.70 of title 45,
Code of Federal Regulations.”
Match Requirements
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Match (sub-grantee share) must be met with in-kind
and cash resources
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24% overall match – (50% of the 24% of match highly
encouraged as cash)
$200,000 request
 Total Match - $48,000 ($24,000 (50%) cash)
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If personnel are used to meet the match
requirements – time sheets and payroll registers
must accurately reflect time on project
Match increases incrementally up to 50% at the 10th
year
Cash Match
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Cash (typically non federal funds)
Flows through your budget
Example: You dedicate 100% of John Smith’s time to the
AmeriCorps project –you charge 50% of his salary to the AmeriCorps
grant and pay the other 50% of his salary with donations. The 50% of
his salary that comes from donations can be used as cash match for
the grant. John Smith’s time sheets must reflect 100% of his time is
spent on the AmeriCorps project
1 FTE (John
Smith) at 100%
at $30,000 pr/yr
AmeriCorps
(federal share)
Grantee Share
(Match)
15,000
15,000
In-Kind Match
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In-Kind match are contributions (donations) of goods and/or
services to the program
Once those resources are committed they cannot be used for
another program
Example: Capture of in-kind match must be proportional to the
overall organizational budget - If you have donated space and the
market rate would be $1,000 per month ($12,000 pr/yr) and your
AmeriCorps grant is 50% of your overall organization’s budget –
you could charge 50% of the total annual donation as in-kind match
to the AmeriCorps project
Space Rental
CNCS (Federal
Share)
Grantee Share
(Match)
$0
$6,000
In-Kind Match
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Other examples of in-kind match:
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Professional services
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A trainer waives their regular fee of $125 per hour and provides 12
hours of training to your AmeriCorps Members
$125 X 12= $1,500 in-kind donation to the program in member
training
Your organization receives a discounted rate from a CPA
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Your organization is charged $100 per hour instead of the
market rate of $150 – you capture difference as in-kind
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Market rate for CPA for 120 hours at $150= $18,000
Discounted Rate for 120 hours at $100 = $12,000
In-Kind contribution to the program = $6,000
Section IV
Training and Member
Management
Training
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Serve Alabama is responsible for sub-grantee
program staff training and technical assistance
directly related to the AmeriCorps grant
Sub-Grantees are responsible for training
members to include: pre-service training,
ongoing member development, mid and final
performance evaluations and other trainings as
determined by program
Sub-Grantees are responsible for training site
hosts and site supervisors
AmeriCorps Member
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AmeriCorps Member - Individual who is enrolled in an
approved national service position and engages in
intensive service to address pressing community
problems and receives a living allowance (at regular
intervals during their term of service) and an education
award once they successfully complete their service
commitment
Community Volunteer – Citizens or residents in the
community who are recruited and/or managed by an
AmeriCorps program (typically engaged for large
service projects such as MLK Day). They receive no
living allowance or education benefits.
Member Management
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AmeriCorps is unique because as a program manager you are
working to meet the goals of the program (increase literacy,
decrease youth violence, etc.), but you also have an obligation to
create a meaningful experience for the AmeriCorps members
serving in your programs
Strong programs are always working to strengthen the member
experience at their service sites through communication with the
host sites, training the site supervisors to understand the role and
purpose of the AmeriCorps member
AmeriCorps members cannot replace paid staff and should not
be treated as staff
Programs are encouraged to be inclusive in their recruiting and
placement of members with particular attention to individuals
with disabilities
Member Management
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Successful applicants will be those that
provide members with the supervision,
training, skills, and knowledge they need to
perform their assignments.
Your program is required to have a qualified
supervisor to provide members with regular
and adequate oversight.
Key Elements of Member
Development:
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Citizenship
Training Related to Your Service Activities
Leadership Opportunities
Supervision, Training, and Education
Support Services
Diversity
Disaster/Emergency Preparedness
Conflict Resolution
Strengthening Communities
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A fundamental purpose of AmeriCorps is to help
recruit, support, and manage the vast networks of
volunteers that meet community needs.
Accordingly, successful applicants will be those
that address how their AmeriCorps program will
effectively engage and support volunteers in
meeting community needs.
You may decide that a few members in a program
should be devoted entirely to some aspect of
volunteer recruitment and management. Or, you
may determine that all members will spend a
portion of their time supporting volunteers.
Section V
Expectations of Sub-Grantees
Next Steps to Apply
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Technical Assistance will be available by appointment
Post Notification of Award but prior to beginning of
Contract (Sept 1, 2013 & Oct. 1, 2013) sub-grantee
required to attend annual Alabama AmeriCorps State
Grantee Training
Thank you for your interest in AmeriCorps
Contact Information
Jon Mason, Director
Christine Williams, Program and Training Officer
Ronica Faire, Accountant
Cesily Means, State Service Officer
LaChasta White, AmeriCorps Program Assistant
Tel: 334.954.7440 | Web: www.ServeAlabama.gov
E-Mail: [email protected]