The Governors Office of FaithBased and Community Initiatives

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The Governors Office of Faith-Based and
Community Initiatives

• AmeriCorps State Competitive and Formula
  Application
• 2009 Pre-Funding Workshop

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Pre-Funding Workshop Outline

• Section I Overview of GFBCI, 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

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Key Words/Acronyms

• GFBCI 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

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• Section I
• Overview/Background
• Governors Office of Faith-Based and Community
  Initiatives, National Service, and
  CNCS/AmeriCorps

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Governors Office of Faith-Based Community
Initiatives

• The GFBCI, formerly the Governors Office on
  National and Community Service, was renamed and
  the mission broadened through Executive Order
  21, June 2004. The GFBCI is the State Service
  Commission for Alabama.

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The Mission of the GFBCI

• The mission of the GFBCI 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.

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The GFBCI 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.

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The Primary Functions of the GFBCI

• The Faith-Based and Community Initiative in
  Alabama
• Quarterly Seminar
• Information Loop
• Faith-Based Advisory Board
• Alabama State Service Commission
• AmeriCorps State Programs (Formula and
  Competitive)
• 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 G
• Alabama Womens Commission
• Governors Statewide Interagency Council on
  Homelessness

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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 1800s 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.

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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 Americas 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 volunteeringlooking 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)

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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.
• The GFBCI administers AmeriCorps State
  Competitive and Formula Program.

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AmeriCorps State

• AmeriCorpsState 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)

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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.

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• Section II
• AmeriCorpsState

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AmeriCorpsState Funding Structure

• Corporation for National and Community Service
• (Federal Funding Agency)
• The Governors Office of Faith-Based and
  Community Initiatives
• (Grantee)
• AmeriCorpsState Competitive and Formula
  Programs
• (Sub-Grantees)
• Host Site Host Site Host Site

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AmeriCorpsState (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 (MSYs) 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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AmeriCorpsState Program Structure

• Host Agency (legal applicant- sub-grantee to the
  GFBCI)
• 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 Red Cross

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Is AmeriCorps Right For Your Agency?

• Review the www.americorps.gov web site and the
  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?
  

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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

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Who is Eligible to Apply?

• Public agencies (local and state government,
  education agencies)
• Private Non-Profit (faith-based and community
  organizations)

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AmeriCorps Formula Grant Process Timeline

• Alabama Governors Office of Faith-Based and
  Community Initiatives
• AmeriCorpsState Competitive and Formula
• Grant Application Timeline
• October 1, 2009-September 30, 2010
• October 10, 2008 - Competitive and Formula Prime
  Applications Available for Sub-Grantees in
  E-Grants
• Nov 14, 2008 - Competitive Grant applications due
  in e-Grants and hard copy to GFBCI Office by 5pm
  CST
• November 17-21, 2008 - Staff and Peer Review of
  applications
• December 3, 2008 - State Service Commission votes
  on applications
• December 8, 2008 - Competitive Applications
  returned to sub-applicants for clarification (if
  necessary)
• January 7, 2009 - Final draft of Competitive
  Applications due in e-Grants and hard copy to
  GFBCI by 12 noon
• January 13, 2009 - Competitive Application due to
  the Corporation from the GFBCI/State Commission
• Winter/Spring 2008/09 - Ongoing Technical
  Assistance and Outreach for Formula applicants
• April 1, 2009 - Formula Grant applications due in
  e-Grants and hard copy to GFBCI Office by 5pm CST
• April 6-17, 2009 - Staff and Peer Review of
  Formula Applications
• May 2009 - State Service Commission votes on
  applications
• May 22, 2009 - Competitive Awards announced
• June 1, 2009 - Formula Applications returned to
  sub-applicants for clarification (if necessary)
• June 10, 2009 - Final Formula Applications due in
  e-Grants and hard copy to GFBCI by 12 noon

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Before You Decide to Apply

• Thoroughly read the Application Instructions and
  Additional Application Instructions
• Educate your Board about the benefits and costs
  of the program
• Review the AmeriCorps Provisions and applicable
  federal statutes

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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)

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Imagine if..

• You dont 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

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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

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Approval Process

• Grants applications will be reviewed by the GFBCI
  Staff and a Peer Review Panel.
• Reviewers utilize a standard review tool.
• Recommendations are made to the GFBCI 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 the GFBCI for final approval.

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• Section III
• Financials

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AmeriCorps State - Financials

• May not be the right grant for your organization
• You are seeking a lot of operating funds for your
  organization
• If your organization cannot provide in-kind and
  or cash match support for the program
• If you cannot separate and track expenditures
  with an adequate accounting system

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AmeriCorps State - Financials

• May be the right grant if your organization
• Wants to expand current services
• Is highly organized and diversified
• Has resources to support a reimbursement grant

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Effective Financial Management
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Elements of Good Internal Controls

• Documented policies and procedures
• Adequate cash management procedures (monthly bank
  reconciliations)
• System to track members employees activities
• System to follow-up on problems identified to
  ensure resolution

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Determination of Acceptability of Costs

• Conditions in Award Letter and Contract
• AmeriCorps Provisions
• AmeriCorps Policy
• OMB Circulars
• Program Applicability
• Allocable
• Allowable
• Reasonable
• Necessary

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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 12,600 (based on
  total request)
• Living allowance - 11,400 (minimum fulltime
  member)
• Health Insurance - required if full time member

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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

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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.

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Match Requirements

• Match (sub-grantee share) must be met with
  in-kind and cash resources
• 24 overall match 50 must be cash
• 200,000 request
• Total Match - 48,000 (24,000 (50) must be
  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

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Cash Match

• Cash (typically non federal funds)
• Flows through your budget
• Example You dedicate 100 of John Smiths 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 Smiths time
  sheets must reflect 100 of his time is spent on
  the AmeriCorps project

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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
  organizations budget you could charge 50 of
  the total annual donation as in-kind match to the
  AmeriCorps project

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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

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• Section IV
• Training and Member Management

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Training

• The GFBCI 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

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AmeriCorps Member

• AmeriCorps Member - Individual who is enrolled in
  an AmeriCorps program 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 Individual who may
  regularly or spontaneously volunteer with an
  AmeriCorps program (typically engaged for large
  service projects such as MLK Day). They receive
  no living allowance or education benefits.

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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

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Member Management

• Successful applicants will be those that provide
  members with the supervision, training, skills,
  and knowledge they need to perform their tasks.
• Your program is required to have a qualified
  supervisor to provide members with regular and
  adequate oversight.

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Key Elements of Member Development

• Citizenship
• Training Related to Your Service Activities
• Leadership Opportunities
• Supervision, Training, and Education
• Support Services
• Diversity
• Disaster/Emergency Preparedness

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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.

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• Section V
• Application Requirements

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Submitting an Application

• Applications must be submitted through e-grants
  e-grants can be accessed at www.cns.gov.
  E-grants is currently open for
• AmeriCorps State Competitive Applicants (due
  Nov 14, 2008)
• NOFA Commission AmeriCorps State FY 2009
• Grant Application ID 09AC093326Grant
  06ACHAL001AmeriCorps State Formula Applicants
  (due April 1, 2008) NOFA Commission AmeriCorps
  State FY 2009
• Grant Application ID 09AC093327Grant
  06AFHAL001
• Create a reasonable time line to submit the
  application
• Applicants may go through a negotiation period
  with the GFBCI prior to final submittal of
  application

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Additional Application Requirements

• A-133 Audit or Financial Statement
• Organizational Chart
• Board of Directors
• Pre-Funding Financial Assessment/Organizational
  Questionnaire
• Sustainability Plan
• Member Training Plan

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Forms

• All forms including application instructions,
  additional requirements, and the application
  timeline are available at
• www.ServeAlabama.gov

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• Section VI
• Expectations of Sub-Grantees

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• Sub-grantees will work to
• meet the following expectations
• Deadlines are met during and after application
  process
• Materials related to the program are shared with
  the appropriate personnel within the organization
  
• Sub-grantee is accessible and willing to
  communicate needs
• Important documents and correspondence are
  reviewed in an appropriate time frame by the
  sub-grantee if no questions - GFBCI assumes
  materials (including policy) are understood
• Compliance with federal and state regulations and
  policies - inability to maintain compliance can
  result in suspension and/or termination of
  funding

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Next Steps to Apply

• Technical Assistance will be available by
  appointment
• Post Notification of Award but prior to beginning
  of Contract (Oct. 1, 2009) sub-grantee required
  to attend annual Program Start-Up Training

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• Thank you for your interest in AmeriCorps

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• Contact Information
• Lisa Castaldo, Deputy Director
• Christine Williams, Program and Training Officer
• Ronica Faire, Accountant
• Donna Long, Program and Financial Assistant
• 334.954.7440
• Web www.ServeAlabama.gov
• E-Mail info_at_ServeAlabama.gov