Serve Alabama: The Governor’s Office of Faith-Based and Volunteer Service

1. Serve Alabama: The Governor’s Office of Faith-Based and Volunteer Service 2013-14 Pre-Funding Workshop AmeriCorps State Competitive and Formula Application

2. Pre-Funding Workshop Outline • 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

3. Key Words/Acronyms • 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

4. Section I Overview/Background Serve Alabama, National Service, and CNCS/AmeriCorps

5. 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.

6. 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.

7. Serve Alabama Works to: • Increase an ethic of service and volunteerism in the State of Alabama, • Increase the capacity of faith and community-based 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.

8. The Primary Functions of Serve Alabama • The Faith-Based and Volunteer Service in Alabama • Informational Packets • Information Loop • Alabama State Service Commission • AmeriCorps State Programs (Formula, Competitive, Competitive-Fixed and Formula-Fixed) • Disaster Preparedness and Response • 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 • High Hopes Drop-Out Prevention partnership with the Alabama State Department of Education • Volunteer Generation Fund

9. 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 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.

10. 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)

11. AmeriCorps • 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.

12. 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”

13. National and Community Service Act of 1990 • 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.

14. Edward Kennedy Serve America Act • 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 result-driven 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)

15. 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)

16. AmeriCorps State vs. AmeriCorps VISTA • 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.

17. Section II AmeriCorps State

18. 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

19. AmeriCorps State (Formula) • Funding request must be structured based on the number of MSY requested • Annual Allocation to the state of funding • 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

20. AmeriCorps State Program Structure • 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

21. Is AmeriCorps Right For Your Agency? • 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?

22. What Makes This Application Unique? • 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

23. Who is Eligible to Apply? • Public agencies (local and state government, education agencies) • Private Non-Profit (faith-based and community organizations)

24. Before You Decide to Apply… • Thoroughly read the Application Instructions and Additional Application Instructions (www.ServeAlabama.gov) • Educate your Board about the benefits and costs of the program • Review the AmeriCorps Provisions and applicable federal statutes

25. KEY Factors • 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)

26. Imagine if….. • 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

27. 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 15-25 well trained, dedicated individuals who are committed to your mission and ambassadors in your community

28. Approval Process • 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.

29. Section III Financials

30. AmeriCorps State - Financials • 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

31. AmeriCorps State - Financials • 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

32. Effective Financial Management

33. Elements of Good Internal Controls • 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

34. Conditions in Award Letter and Contract AmeriCorps Provisions AmeriCorps Policy OMB Circulars Program Applicability Allocable Allowable Reasonable Necessary Determination of Acceptability of Costs

35. Key Budget Factors to Consider • 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

36. Key Budget Factors to Consider • Other Costs to consider: • Training for Staff and Members • Travel for Staff and Members • AmeriCorps Gear for Members • Supplies • Space • Equipment

37. 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.”

38. Match Requirements • Match (sub-grantee share) must be met with in-kind and cash resources • 24% overall match – (50% of the 24% of match highly encouraged as cash) • $200,000 request • Total Match - $48,000 ($24,000 (50%) cash) • 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

39. Cash Match • 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

40. In-Kind Match • 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

41. In-Kind Match • Other examples of in-kind match: • Professional services • 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 • Your organization is charged $100 per hour instead of the market rate of $150 – you capture difference as in-kind • 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

42. Section IV Training and Member Management

43. Training • 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

44. AmeriCorps Member • 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.

45. Member Management • 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

46. Member Management • 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.

47. Key Elements of Member Development: • Citizenship • Training Related to Your Service Activities • Leadership Opportunities • Supervision, Training, and Education • Support Services • Diversity • Disaster/Emergency Preparedness • Conflict Resolution

48. Strengthening Communities • 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.

49. Section V Expectations of Sub-Grantees

50. Next Steps to Apply • 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