HomeMy WebLinkAbout51371
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ORDINANCE NO. 5 1 3 7
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, AUTHORIZING THE ACCEPTANCE OF A GRANT OF ONE
HUNDRED EIGHTY THOUSAND ONE HUNDRED TEN DOLLARS ($180,110)
FROM THE WASHINGTON SERVICE CORPS FOR THE CONTINUED OPERATION
OF THE AUBURN AMERICORPS TEAM; PROVIDE AN IN-KIND MATCH OF
FIFTY-SEVEN THOUSAND THREE-HUNDRED SEVENTY-TWO DOLLARS
($57,372) ; AND AUTHORIZE THE MAYOR TO IMPLEMENT THE NECESSARY
ADMINISTRATIVE PROCEDURES TO EXECUTE A CONTRACT BETWEEN THE
STATE OF WASHINGTON EMPLOYMENT SECURITY DEPARTMENT AND THE
CITY OF AUBURN.
WHEREAS, the City Council of the City of Auburn must
adopt and approve all appropriations by Ordinance pursuant to
Chapter 35A.33 RCW; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN AS FOLLOWS:
Section 1. Pursuant to Chapter 35A.33 RCW, the City
Council hereby accepts a grant of $180,110 from the State of
Washington Employment Security Department's Washington Service
Corps to continue the operation of the Auburn AmeriCorps Team
and deposits said grant funds into the City of Auburn's
general fund.
Section 2. Out of the above grant, approximately $86,955
is personnel costs for the AmeriCorps members which is
administered by the Washington Service Corps. The remaining
93,155 is operational costs administered by the City of Auburn
out of which the Washington Service Corps contributes $35,783
and the City of Auburn, along with its partners in the
-------------------------
Ordinance No. 5137
August 13, 1998
Page 1
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Neighborhood Program, contributes the remaining $57,372 as an
in-kind match.
Section 3. Approximately $20,048 of the City of Auburn's
in-kind match will come from supervision, transportation and
supplies provided to Auburn's AmeriCorps members by
participating non-profit agencies in the City's Neighborhood
Program. The remaining $37,324 will be absorbed by the City
of Auburn's Department of Planning and Community Development
and the Auburn Police Department in the form of in-direct
administrative support ($20,000) and in-kind personnel costs
($17,324) paid to City staff participating in the program.
Section 4. The Mayor is hereby authorized to implement
such administrative procedures as may be necessary to carry
out the directions of this legislation.
Section 5. This Ordinance shall take effect and be in
force five (5) days from and after its passage, approval and
publication, as provided by law.
INTRODUCED: September 8, 1998
PASSED: September 8, 1998
APPROVED: September 8, 1998
Cu,)1tu
CHARLES A. BOOTH
MAYOR
-------------------------
Ordinance No. 5137
August 13, 1998
Page 2
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ATTEST:
L2,Ld?La,.I?-
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
f f ; 1c
Michael J. Reynolds,
City Attorney
Published:
-------------------------
Ordinance No. 5137
August 13, 1998
Page 3
Grant Number: 99-083
Grant Amount: $35,783
Funding Source: CNCS
GRANT AGREEMENT BETWEEN
STATE OF WASHINGTON
Employment Security Department
And
City of Auburn
This Agreement is made and entered into by and between the Washington State
Employment Security Department (hereinafter called the "DEPARTMENT"), located at 605
Woodland Square Loop SE, Lacey, Washington, and the City of Auburn (hereinafter called
the "GRANTEE"), located at:
25 W. Main
Auburn, WA 98001.
The GRANTEE staff member responsible for management of this agreement is:
Name: Bill Mandeville
Phone Number: 253-804-5029
It is the purpose of this agreement to operate a team-based AmeriCorps national service
program in partnership with the Washington Service Corps, a member of the AmeriCorps
National Service Network.
In consideration of the terms and conditions contained herein, or attached and incorporated
and made a part hereof, the parties agree as follows:
STATEMENT OF WORK
The GRANTEE shall fulfill the objectives and carry out the components of each objective as
outlined in Exhibit "A". The GRANTEE shall furnish the necessary personnel and services
and otherwise do all things necessary for or incidental to the performance of the work set
forth in the Exhibit "A" and the Program Budget and Budget Narrative attached hereto as
Exhibit "B" and incorporated by reference herein. The GRANTEE will ensure. attendance of
team members and supervisor(s) at member development institutes, and cooperate with
evaluation and continuous improvement efforts. Prior to any AmeriCorps member being
enrolled and starting. their term of service, the GRANTEE shall have an Evaluation Plan
approved by the Director of the Washington Service Corps and it is incorporated as a part of
this agreement by this reference and shall be appended as Exhibit "D."
TERMS AND CONDITIONS
All rights and obligations of the parties to this Contract shall be subject to and governed by
the Special Terms and Conditions contained in the text of this Contract instrument,
AmeriCorps Grant Provisions (and as they may be amended by the Corporation for National
and Community Service) attached hereto as Exhibit "C" and the Employment Security
Department General Terms and Conditions attached hereto as Exhibit "E" and incorporated
by reference herein.
PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this agreement shall commence
on September 1, 1998 or the date signed by the DEPARTMENT, whichever is sooner, and
be completed on September 30, 1999 unless terminated sooner as provided herein.
REPORTING
The GRANTEE will comply with requests from the DEPARTMENT including but not limited
to status report(s) on activity on a quarterly basis or as requested by the Corporation for
National and Community Service and/or the Washington Commission for National and
Community Service, as well as timely submission of reports including documenting member
attendance and hours of service.
PAYMENT SCHEDULE
The DEPARTMENT shall pay an amount not to exceed $35,783 for the performance of all
things necessary for or incidental to the performance of work as set forth in Exhibit "A".
The GRANTEE will be reimbursed for subsistence, lodging and point to point mileage at
rates not to exceed those shown in Schedule A and Schedule B attached hereto as Exhibit
"F", unless the governing body of the GRANTEE has, prior to the effect of this grant
agreement, adopted other standards. Reimbursement by DEPARTMENT for other travel
expenses such as parking, taxis etc. will be in accordance with applicable receipts and
justifications submitted to DEPARTMENT. All travel expenses and receipts are to be
included in the invoices submitted by the GRANTEE to DEPARTMENT for payment for
performance of the grant agreement.
BILLING PROCEDURE
The GRANTEE shall submit match reports and invoices on at least a quarterly basis for
services performed under this Contract on an Invoice Voucher (Form A-19) prepared in
duplicate (original and one copy). Invoices shall include such information as is necessary for
the DEPARTMENT to determine the exact nature of all expenditures. The final invoice must
be received by the DEPARTMENT by November 15, 1999.
Each invoice will clearly indicate that it is "FOR SERVICES RENDERED IN
PERFORMANCE UNDER ESD GRANT NUMBER 99-083." The original and one copy of
each invoice voucher shall be submitted to:
. Employment Security Department
Attention: Washington Service Corps
P.O. Box 9046
Olympia, Washington 98507-9046
GRANT MANAGEMENT
The DEPARTMENT's Program Manager, Nancy Pringle, or her successor shall provide the
GRANTEE the assistance and guidance necessary for the performance of this agreement.
The Program Manager shall be responsible for the review and acceptance of the
GRANTEE's performance and invoices.
ORDER OF PRECEDENCE
In the event of an inconsistency in this agreement, unless otherwise provided herein, the
inconsistency shall be resolved by giving precedence in the following order:
1)
2)
3)
4)
5)
6)
Applicable Federal and State Statutes and Regulations;
Those Special Terms and Conditions as contained in the basic agreement
instrument;
AmeriCorps Terms and Conditions attached hereto and incorporated by reference herein;
The General Terms and Conditions attached hereto and incorporated by reference
herein;
The Statement of Work attached hereto and incorporated by reference herein; and
Any other provisions of the Contract whether incorporated by reference or otherwise.
DEBARMENT AND SUSPENSION
By executing this Contract, the GRANTEE certifies to the DEPARTMENT that it is not
debarred, suspended, or otherwise excluded from or ineligible for, participation in Federal
Assistance programs under Executive Order 12549 "Debarment and Suspension." The
GRANTEE certifies that it will not contract with a subcontractor that is debarred or
suspended.
ALL WRITINGS CONTAINED HEREIN
This agreement contains all the terms and conditions agreed upon by the parties. No other
understandings, oral or otherwise, regarding the subject matter of this agreement shall be
deemed to exist or to bind any of the parties hereto.
IN WITNESS WHEREOF, the parties have executed this agreement.
City of Auburn STATE OF WASHINGTON
EMPLOYMENT SECURITY DEPARTMENT
Date Date
APPROVED AS TO FORM ONLY
IRS#/SSA# 91-6001228
Attachments:
Assistant Attorney General
STATE OF WASHINGTON
EMPLOYMENT SECURITY DEPARTMENT
Program Objectives
Program Budget
AmeriCorps Grant Provisions
Evaluation Plan (To be added prior to start of Members)
ES General Terms and Conditions
Travel Expense Payment Schedule
Exhibit "A"
Exhibit "B"
Exhibit "C"
Exhibit "D"
Exhibit "E"
Exhibit "F"
EXHIBIT "A"
CORPORATION AMERICORPS OBJECTIVE WORKSHEET
FOR NATIONAL Getting Things Done
* SERVICE Objective # I
Legal Applicant: City of Auburn
Program Name: Auburn Neighborhood Program
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Organize or reactivate block watch and apartment watch programs and present crime prevention
workshops.
Component 2: RESULT (Explain what change the described activity will produce.)
Reduce the rate of crime in block and apartment watch areas and provide residents with information
about crime prevention.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
A comparison of neighborhood police reports on serious crimes in South Auburn before, during and
after the AmeriCorps program. Reported change in knowledge and sense of safety/security by block
watch participants.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
25% reduction in serious crimes reported in the targeted neighborhoods and 70% of the participants
reporting that they learned something and/or feel more safe/secure in their neighborhoods.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
Approximately 400 residents.
Objective Statement: Combine 1-5 into a single statement of objective.
Members will organize or reactivate several block/apartment watches and present a series of crime
prevention workshops that will keep citizens vigilant against crime and thereby reduce crime rates and
increase residents' sense of safety and security within their own neighborhoods.
CORPORATION A -FiCORPS OBJECTIVE WORKSHEET
FOR NATIONAL Getting Things Done
* SERVICE Objective #2
Legal Applicant: City of Auburn
Program Name:
Auburn Neighborhood Program
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Provide one-on-one tutoring and mentoring to 20 at-risk students per trimester at the Muckleshoot
Tribal School.
Component 2: RESULT (Explain what change the described activity will produce.)
Each student will improve their daily school attendance and basic skills in reading, math computation
and writing.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
Survey teachers to determine changes in a student's academic performance, behavior, and attendance.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
Approximately 25% of the students will increase their attendance and 80% of the students will
demonstrate an increase in basic skills.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
Approximately 20 students per trimester will demonstrate improved attendance and academic
performance.
Objective Statement: Combine 1-5 into a single statement of objective.
Members will mentor and tutor approximately 20 at-risk students per trimester resulting in 25%
increase in attendance and an 80% increase in the student's performance of basic reading, writing and
mathematical skills as measured by a teacher survey.
CORPORATION
FOR NATIONAL
* SERVICE
AMERICORPS OBJECTIVE WORKSHEET
Getting Things Done
Objective # 3
Legal Applicant: City of Auburn
Program Name
Auburn Neighborhood Program
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Organize programs and events, with partners of City's Neighborhood Family Center, to train young
people how to develop effective leadership skills and organize community service projects.
Component 2: RESULT (Explain what change the described activity will produce.)
Improved neighborhood organization and interaction demonstrated by an increase in locally initiated
community service projects.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
Completion of project portfolios by AmeriCorps Members and participants.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
Attendance at Neighborhood Family Center will increase 25% from the previous year and at least five
youth groups will address youth needs and provide approximately 100 hours of community service.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
Approximately 360 youth and adults.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: Participants will tutor
500 students, resulting in 75% of those students receiving tutoring demonstrating improved reading ability equivalent to one-half a
grade level, as measured by a diagnostic reading administered prior to and following the program)
CORPORATION AMERICORPS OBJECTIVE WORKSHEET
FOR NATIONAL Community Strengthening
* SERVICE Objective# I
Legal Applicant: Washington Service Corps
Program Name
City of Auburn
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Members will plan, prepare and implement, reflect and celebrate various types of service-learning
projects while at the same time, recruit and train residents to perform similar projects.
Component 2: RESULT (Explain what change the described activity will produce.)
Increase in the number of youth and civic groups participating in projects that provide organized
activities for youth in a drug- and violence-free environment.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
Completion of project portfolios by AmeriCorps members and participants.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
80% of the participants will indicate a change in knowledge of service-learning and an increase in
satisfaction with their participation in service-learning projects.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
Estimated 300 youth and adults.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: The program will
develop and implement a volunteer initiative to increase the numbers of community volunteers involved with the program, resulting in
an estimated 300 hours of volunteer time donated, as tracked by weekly logs)
Members will organize a series of short-term projects that introduce approximately 300 youth and/or
adults to the community benefits and personal satisfaction gained from community service.
CORPORATION AMERICORPS OBJECTIVE WORKSHEET
FOR NATIONAL Community Strengthening
* S E R V I C E Objective # 2
Legal Applicant: Washington Service Corps
Program Name: City of Auburn
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Recruit non-AmeriCorps Member volunteers to participate in local and national service efforts that
will bond volunteers to the community.
Component 2: RESULT (Explain what change the described activity will produce.)
A pool of volunteers is available to support local and national service projects in education,
environment, human service or public safety issue areas.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
We will record the number of volunteers and the hours of service they contribute by using a
Volunteer Sign-In Sheet.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
The standard of success is 50 volunteers contributing 100 hours of service.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
50 non-AmeriCorps Member volunteers, service recipients, and the community at-large.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: The program will
develop and implement a volunteer initiative to increase the numbers of community volunteers involved with the program, resulting in
an estimated 300 hours of volunteer time donated, as tracked by weekly logs)
AmeriCorps Members will recruit 50 non-AmeriCorps Member volunteers to participate in local
and national service projects in education, environment, human service or public safety issue areas
that will result in 100 hours of service, as measured by a Volunteer Sign-In Sheet.
CORPORATION AMEmCORPS OBJECTIVE WORKSHEET
FOR Community Strengthening
NATIONAL * Objective # 3
SERVICE
Legal Washington Service Corps
Applicant:
Program City of Auburn
Name:
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Collaborate with other National Service Programs and traditional volunteer organizations to improve
the local, regional or statewide capacity to provide service, develop Members, or share resources.
Component 2: RESULT (Explain what change the described activity will produce.)
Reduced duplication of services, enhanced service delivery and economies of scale, and stronger ties
among National Service Programs and traditional volunteer organizations.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
We will document collaboration activities using an Organization Contact Sheet.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
We will participate in two or more collaborative activities with other National Service Programs or
traditional volunteer organizations each quarter.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
AmeriCorps Members, programs and organizations involved in the collaboration, and the community
at-large.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: The program will
develop and implement a volunteer initiative to increase the numbers of community volunteers involved with the program, resulting in
an estimated 300 hours of volunteer time donated, as tracked by weekly logs)
To reduce duplication of services, enhance service delivery, and build stronger ties, we will
collaborate with National Service Programs and traditional volunteer organizations at least twice each
quarter to improve the local, regional or statewide capacity to provide service, develop Members, or
share resources, as recorded on Organization Contact Sheets.
CORPORATION
FOR NATIONAL
* SERVICE
AMERICORPS OBJECTIVE WORKSHEET
Member Development
Objective # I
Legal Applicant:
Washington Service Corps
Program Name: City of Auburn
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Members will receive training on community mobilization and neighborhood development strategies
to create neighborhood action plans and a resource inventory of selected neighborhoods.
Component 2: RESULT (Explain what change the described activity will produce.)
Members will gain skills to organize and revitalize neighborhoods.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
Records that show successful completion of training and/or through completion of member
Development Feedback forms.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
90% of members will indicate an enhanced awareness of neighborhood development and organization.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
10 AmeriCorps members.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: 50 members will
participate in a variety of problem solving exercises and reflection, resulting in at least 80% of members exhibiting a notable increase
in skills, as measured through a set ofpre- and post- exercises)
Members will learn community mobilization and neighborhood development strategies such that at
least 90% of them will have an enhanced awareness and the confidence necessary to address future
neighborhood issues or problems.
CORPORATION AMERICORPS OBJECTIVE WORKSHEET
FOR NATIONAL Member Development
* SERVICE Objective # 2
Legal Applicant:
Program Name:
Washington Service Corps
City of Auburn
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
AmeriCorps Members will participate in training, hands-on experiences and reflection activities that
will strengthen or reinforce their ethic of service.
Component 2: RESULT (Explain what change the described activity will produce.)
Members will strengthen their ethic of service, develop a lifelong commitment to service, and bond to
their community.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
Members will be given a Pre- and Post-Service Survey.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
Of the AmeriCorps Members successfully completing their term of service, 80% will indicate that
their ethic of service has strengthened or reinforced, developed a lifelong commitment to service and
bonded to their community.
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
10 AmeriCorps Members.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: 50 members will
participate in a variety of problem solving exercises and reflection, resulting in at least 80% of members exhibiting a notable increase
in skills, as measured through a set of pre- and post- exercises)
AmeriCorps Members will participate in training and hands-on experiences that will result in 80% of
all Members completing their term of service indicating that they have strengthened or reinforced their
ethic of service, developed a life long commitment to service and bonded to their community, as
measured by a Pre- and Post-Service Survey.
CORPORATION AlVIERICORPS OBJECTIVE WORKSHEET
FOR NATIONAL Member Development
* SERVICE Objective #3
Legal Applicant: Washington Service Corps
Program Name: City of Auburn
Component 1: ACTIVITY (Describe briefly the activity you will be evaluating.)
Members will complete training activities in the following areas during their term of service: 1) risk
prevention and enhancement of protective factors as a strategy to improve themselves and
communities; 2) conflict resolution; 3) communication skills; 4) first aid and CPR; 5) career
development; 6) service-learning and reflection; 7) leadership development; and 8) teambuilding.
Component 2: RESULT (Explain what change the described activity will produce.)
Members will become more effective at their service sites and enhance their personal skills set for
future career development.
Component 3: MEASURE (Describe the method you will use to determine if change occurs.)
Members will demonstrate completion of training by submitting evidence of completion/certification
and comment on the relevancy of the training using the Member Development Feedback Form.
Component 4: STANDARD (Try to define a level of success you hope to achieve.)
All Members successfully completing their term of service will demonstrate completion of 75% of
training components (six of eight components).
Component 5: BENEFICIARIES (Estimate the number of people this activity will serve.)
10 AmeriCorps Members.
Objective Statement: Combine 1-5 into a single statement of objective. (Example: 50 members will
participate in a variety of problem solving exercises and reflection, resulting in at least 80% of members exhibiting a notable increase
in skills, as measured through a set of pre- and post- exercises.)
All Members completing their term of service will submit evidence of training completion or
certifications to demonstrate that they have participated six of eight (75%) training components that
helped them be more effective at their service site or enhanced future career development, as measured
by a Member Development Feedback Form.
Exhibit"B"
- AMERICORPS
-
Applicant Name: City of Auburn
Program Name: Auburn Neighborhood Program
-K.- MEMBER SUPPORT COSTS
Number of
Corporation Share
Grantee Share'
Total
Members
Living Allowance Type Hours
1 Year FT Leader 1,700 1 7,128 1,672 $8,800
1 Year FT Member 1,700 9 58,905 10,395 $69,300
1 Year PT 900 0 0 $0
2 Year PT (450 each) 900 0 0 $0
Summer 300 0 0 $0
Subtotal 10.00 $66,033 $12,067 $78,100
FICA (3°/a) 10 1,992 351 $2,343
Workers' Compensation (29/6) 10 1,328 234 $1,562
Health Care ($45 per month) 10 4,208 743 $4,950
Subtotal 10 $73,560 $13,395 $86,955
(max. 85°/") (min. 151/o) 100%
B. OTHER MEMBER SUPPORT COSTS
Training and Education $2,175 $825 $3,000
Uniforms $235 $116 $351
(please specify in budget narrative) Other $0
Subtotal ::E,4 10
IIII $941 F
????? $3,351
C. STAFF
Salaries $16,568 26,160 $42,728
Benefits $335 4,611 54,946
Training $0
(please specify in budget narrative) Other $0
Subtotal $16,903 $30,771 $47,674
D. OPERATING COSTS
Travel $1,246 $614 $1,860
Corporation sponsored meeting $0
Supplies $3,597 $1,782 $5,379
Transportation $3,000 $3,000
(no greater than 10% of A through F) Equipment $2,000 $2,000
(please specify in budget narrative) Other $0
Subtotal $9,843 $2,396 $12,239
E. INTERNAL EVALUATION 6,627 3,264 $9,891
F. ADMINISTRATION Corporation Share Grantee Share Total
Program/Operating Site $20,000 $20,000
Subtotal $0 $20,000 $20,000
G. TOTAL PROGRAM OPERATING COSTS (B - F) I - $35,783 + $57,372 = $93,155
H. TOTAL OPERATING SITE BUDGET (A+G) $109,343 + $70,767 = $180,110
Transfer to title page
Exhibit"B"
Applicant Name: City of Auburn
Program Name: Auburn Neighborhood Program
Explain how amounts were arrived at; show budget calculations for each expenditure as clearly as
BUDGET NARRATIVE possible.
A. MEMBER SUPPORT COSTS 73,560 13,395
2 86,955
800
8
-- 1.00 FTE Team Leader $800 $7,128 $1,67
395
10 ,
69,300
-- 9.00 FTE Members $700 58,905
992
1 ,
351 2,343
-- FICA 3.00%
2% ,
1,328 234 1,562
Workers Comp
--
$45
208
4 743 4,950
-- Health Care (5 AMC) ,
560
73 13,395 86,955
subtotal
ounts will be paid directly by the WSC and will no
Th ,
budget.
bl
t be included in Auburn's re-imbursa
ese am
B. OTHER MEMBER SUPPORT COSTS
2,410 9
; 3,351
-- Training and Education
175
2
825 3,000
... $300 per member CNCS Share is 73% ,
-- Uniforms
235 116 350
... $35 per member
-- Other
subtotal
2,410 941 3,350
16,903 30,771 47,674
C. STAFF
-- Salaries
60 FTE Planner @ $42,000/yr
0
16,568
8,160 24 728
.
...
... School Distr. Supervisory Match 0 8,400 8,400
2 880
... KCHA Superviosry Match 0
0 2,880
880
2
2,880
... AYR Superviosry Match 0 ,
3,840 3,840
... APD Superviosry Match 335 611
4 4,946
-- Benefits (@20% * 0.60 FTE Planner) ,
-- Training
-- Other
subtotal
16,903
30,771 47,674
D. OPERATIONAL 9,843 2,396 12,239
-- Travel
000 miles * $0.31/mile
6
1,246
614 1,860
,
...
-- Corporation sponsored meeting 0 p 0
-- Supplies
350 per site
4 sites * $1
3,597
1,782 5,379
,
...
0 0 0
-- Transportation
... 3 MD conferences * $1000/each
3,000 3,000
-- Equipment
000
2
0 2,000
... 1 computer *$2,000 ,
-- Other
subtotal
9,843
2,396 12,239
Exhibit"B"
E. INTERNAL EVALUATION 6,627 3,264 9,891
Salary and benefits for 20% of planner.
F. ADMINISTRATION 0 20,000 20,000
-- Planning Director 1,832
-- Senior Planner 3,170
-- Secretarial Support 1,694
-- Indirect Costs
... Communication 3,500
... Advertising 2,000
... Insurance 4,500
... Other City Depts. 3,304
subtotal 20,000
AMC/W SC City / Partners Total
G. Summary of Total Costs
0
955
86
-- Member Support 86,955 941 ,
351
3
-- Other Member Support 2,410
903
16 30,771 ,
47,674
-- Staff ,
843
9 2,396 12,239
-- Operational Costs ,
627
6 3,264 9,891
-- Internal Monitoring ,
0 20,000 20,000
-- Administration 783
35 35,783
-- Reimbursable Budget (B - F) , 372
57 57,372
-- Local match provided by Auburn and partners ,
372
57 110
180
-- Grand Totals 122,738 , ,
tic
AmeriCorps® Provisions
For the purposes of these Provisions, AmeriCorps refers to AmeriCorps*State,
AmeriCorps*National and AmeriCorps*Tribes and Territories Programs only.
The term Cooperative Agreement is used interchangeably with the term Grant or
Grant Award.
All applicable Provisions of the Cooperative Agreement shall apply to sub-
Grantee AmeriCorps Programs and other awards. -
A. DEFINITIONS
1. Definitions
B. AMERICORPS SPECIAL PROVISIONS
2. Purposes of the Award
3. AmeriCorps Affiliation
4. Local and State Consultation
5. Prohibited Program Activities
6. Fund Raising
7. Member Eligibility, Recruitment and Selection
8. Member Training, Supervision and Support
9. Terms of Service .
10. Release from Participation
11. Minor Disciplinary Actions
12. Living Allowances, In-Service Benefits and Taxes
13. Post-service Educational Awards
14. Matching Requirements
15. Member Records and Confidentiality
16. Budget and Programmatic Changes
17. Reporting Requirements
18. Renewal of the Award
G GENERAL PROVISIONS
19. Terms of Acceptance
20. Legislative and Regulatory Authority
21. Other Applicable Statutory and Administrative Provisions
22. Responsibilities Under Grant Administration
23. Financial Management Provisions
24. Administrative Costs
25. Equipment and Supplies Costs
26. Project Income
27. Payments under the Award
FINAL - August 1, 1997
A. DEFINITIONS
1. Definitions. For purposes of this Cooperative Agreement, the following
definitions apply:
a. Act means the National and Community Service Act of 1990, as
amended (42 U.S.C. §12501 et seq.) ;.
b. Administrative costs are expenses associated with the overall
administration of a Program, and are defined in the General Provisions,
Clause 24, Administrative Costs.
c. AmeriCorps National Service Network means AmeriCorps'`State,
AmeriCorps*National, AmeriCorps*Tribes and Territories, Volunteer in
Service to America (VISTA), and National Civilian Community Corps
(NCCC) Programs taken together as programs dedicated to national
service. VISTA is authorized under the Domestic Volunteer Service Act
(42 U.S.C. §4950 et seq.). NCCC is authorized under the National and
Community Service Act (42 U.S.C. §12611 et seq.).
d. Approved national service position means a national service position
for which the Corporation has approved the provision of a national
service educational award as one of the benefits to be provided for
successful service in the position.
e. Cognizant agency means the Federal agency coordinating audit and
other fiscal requirements for those organizations with grants from
multiple Federal agencies.
f. Cooperative Agreement is a type of Federal award with substantial
Corporation involvement during the Project performance period, used in
these provisions interchangeably with the term Grant or Grant Award.
g. Corporation means the Corporation for National and Community
Service established under of the Act (42 U.S.C. § 12651).
h. Educational Award means an award provided to a Member who has
completed a required term of service in an approved national service
position successfully and who otherwise meets the eligibility criteria set
forth in the Act. An educational award may be used: (1) to repay qualified
student loans, as defined in the Act; (2) toward the cost of attendance at an
institution of higher education, as those terms are defined in the Act; and
FINAL - August 1, 1997 3
iv. has a high school diploma or an equivalency certificate for
agrees to obtain a high school diploma or its equivalent before
using an educational award] and who has not dropped out of
elementary or secondary school in order to enroll as an
AmeriCorps Member (unless enrolled in an institution of higher
education on an ability to benefit basis and is considered eligible
for funds under section 484 of the Higher Education Act of 1965, 20
U.S.C. §1091), or who has been determined through an
independent assessment conducted by the Program to be incapable
of obtaining a high school diploma or its equivalent (provided that=
the Corporation has waived the educational attainment
requirement for the individual).
n. Parent Organization means a single entity, including an Indian tribe,
that is responsible for implementing and managing a National Direct
AmeriCorps Program.
o. Program means a national service Program, described in the Act (42
U.S.C. §12572(a)), carried out by the Grantee through funds awarded by
the Corporation and carried out in accordance with Federal requirements
and the Provisions of this Grant.
p. Project means an activity or set of activities carried out by a Program
that results in a specific, identifiable community service or improvement:
i. that otherwise would not have been made with existing funds;
and
ii. that does not duplicate the routine services or functions of the
organization to whom the Members are assigned.
q. Project sponsor means an organization or other entity that has been
selected to provide a placement for a Member.
r. Service recipient means a community beneficiary who receives a
service or benefit from the service of AmeriCorps Members.
s. State Commission means, for the purposes of these Grant Provisions,
the Commission on National and Community Service established by a
State pursuant to the Act (42 U.S.C. § 12638), including an authorized
alternative administrative entity to administer the State's national service
plan and national service programs and to perform such other duties
prescribed by law.
t. Sub-Grantee refers to an organization receiving an AmeriCorps Grant
from a Grantee of the Corporation.
FINAL - August 1, 1997 5
ii. permitting donors to use the AmeriCorps name or logo in
promotional materials.
c. AmeriCorps service gear. The Grantee is encouraged to provide the
Core AmeriCorps Service Gear Package for each Member. The Grantee
should direct Members to wear their service gear at officially-designated .
AmeriCorps events and may allow Members to wear their service gear at
other times consistent with Corporation guidelines. The Grantee may not
use Corporation funds to purchase local Program service gear.
d. Participation in AmeriCorps events. The Grantee agrees, within
reasonable limits, to participate in AmeriCorps events and activities
sponsored by the Corporation, such as the National Opening Ceremonies,
conferences and national service days.
4. LOCAL AND STATE CONSULTATION.
a. Community consultation. The Grantee must design, implement and
evaluate the funded project with extensive and broad-based community
involvement, including consultation with representatives from the
community served, Members and potential Members, community-based
agencies with a demonstrated record in providing services, foundations
and businesses.
b. Labor union concurrence. Prior to the placement of Members, the
Grantee must consult with local labor organizations representing
employees of project sponsors or representing employees in the area to be
served by the Program This includes people engaged in the same or
similar work as that proposed to be carried out by the Program, and is
required to ensure compliance with the non-displacement requirements
contained in these Grant Provisions.
C. State Commission consultation. In coordination with the
Corporation, AmeriCorps*National and AmeriCorps'Tribes and
Territories Grantees are strongly encouraged to consult on a regular basis
with the State Commission in each State that a Program operates. Such
communications build upon existing programs throughout the State while
avoiding the duplication of efforts in other AmeriCorps Programs.
S. PROHIBITED PROGRAM ACTIVITIES.
While charging time to the AmeriCorps Program, accumulating service/ training
hours or otherwise engaged in activities associated with the AmeriCorps
FINAL - August 1, 1997 7
Individuals may exercise their rights as private citizens and may participate in
the above activities on their initiative, on non- Corporation time, and using non-
Corporation funds. The AmeriCorps logo should not be worn while doing so.
6. FUND RAISING
a. Members. A Member's service activities may not include organized
fund raising, including financial campaigns, endowment drives,
solicitation of gifts and bequests, and similar activities designed for the
sole purpose of raising capital or obtaining contributions for the
organization.
Service activities that raise funds or in-kind contributions while
generating, involving and/or encouraging community support may be
considered appropriate and allowable, such as serve-a-thons, to the extent
they are in direct and immediate support of an acceptable direct service
and provided that they are not the Program's primary activity or involve
significant amounts of an individual Member's time.
Prohibited activities for Members include preparing grant proposals,
performing other fund raising activities to help the Grantee achieve its
matching requirements or to support an organization's general operating
expenses, and providing fund raising assistance to other community-
based organizations that do not provide immediate and direct support to
a Grantee's approved direct service activity.
b. Staff. An AmeriCorps staff member's time and related expenses may
not be charged to the Corporation or Grantee share of the Grant while
engaged in organized fund raising, including financial campaigns,
endowment drives, the general solicitation of gifts and bequests, door-to-
door solicitations, direct mail, or similar activities for which the sole
purpose is raising capital or obtaining contributions for the organization.
Experises incurred to raise funds may be paid out of the funds raised.
Development officers and fund-raising staff are not allowable expenses.
Staff time and effort spent on raising the match requirements should be
incidental to the overall management of the Program, and should be
focused primarily on developing and disseminating information to
potential funders on the AmeriCorps Program and its achievements. Staff
can make presentations and educate funders on objectives, goals and
accomplishments. Efforts to involve the community in support of the
AmeriCorps program, such as obtaining medical contributions or
assistance at a health fair; donations of building supplies for an
AmeriCorps construction project; and coordinating community
FINAL - August 1, 1997 9
fair, non-partisan, non-political and non-discriminatory manner, without
regard to the Member's need for reasonable accommodation or child care,
without displacing paid employees, and in accordance with its approved
application. The Grantee is encouraged to select Members who possess a
commitment to the goals of AmeriCorps.
d. Reasonable accommodation. The Grantee must provide reasonable
accommodation to the known mental or physical disabilities of otherwise
qualified Members and all selections and project assignments must be
made without regard to the need to provide reasonable accommodation.
There is a limited amount of money available through the State
Commissions to enable individuals with disabilities to participate as
AmeriCorps*State Competitive (as opposed to State Formula Programs)
or AmeriCorps*National Members in certain Programs. The Grantee is
not required to accommodate a Member if that Member poses a direct
threat to the health or safety of others where that threat cannot be
eliminated by reasonable accommodation Accommodations which
impose an undue financial or administrative burden on the operation of
the Program or fundamentally alter the nature of the Program are not
considered reasonable accommodations. If a Grantee determines that an
accommodation would impose an undue burden, it must document its
determination and must notify the Corporation promptly. The factors to
be considered in determining whether an accommodation would impose
an undue burden include:
i. the overall size of the Program, with respect to the number of
staff and Members, the number and type of facilities, and the size of
the budget;
ii. the nature of the project, including its structure, staffing
composition and activities; and
M. the nature and cost of the required accommodation
e. Level of participation. The Grantee must seek to enroll the number of
full-tune and part-time Members agreed upon in its approved application
A Program should make every effort to begin "classes" or terms of service
in January, June or September, with September serving as the primary
class or beginning of the Program year. Programs have the option of
filling the vacated slots at any time; however, the Corporation specifically
discourages rolling admissions. Should a Program not be renewed,
Members who were scheduled to continue in their terms of service either
may be placed in other Programs where feasible, or can receive a pro-
rated educational award if the Member has completed at least 15% of the
necessary hours.
FINAL - August 1, 1997 11
i. the minimum number of service hours and other requirements
(as developed by the Program) necessary to successfully complete
the term of service and to be eligible for the educational award;
ii. acceptable conduct;
iii. prohibited activities;
iv. requirements under the Drug-Free Workplace Act (41 U.S.C.
§701 et seq.);
v. suspension and termination rules;
vi. the specific circumstances under which a Member may be
released for cause;
vii. grievance procedures; and
viii. other requirements as established by the Program.
c. Training. Consistent with the approved budget, the Grantee must
provide Members with the training, skills, knowledge and supervision,
necessary to perform the tasks required in their assigned project positions,
including specific training in a particular field and background
information on the community served.
The Grantee must conduct an orientation for Members and comply with
any pre-service orientation or training required by the Corporation. This
orientation should be designed to enhance Member security and
sensitivity to the community. Orientation should cover Member rights
and responsibilities, including the Program's code of conduct, prohibited
activities, requirements under the Drug-Free Workplace Act (41 U.S.C.
§701 et seq.), suspension and termination from service, grievance
procedures, sexual harassment, other non-discrimination issues, and other
topics as necessary.
d. Service-learning. The Grantee agrees to use service experiences to
help Members achieve the skills and education needed for productive,
active citizenship, including the provision, if appropriate, of structured
oppor6m-dties for Members to reflect on their service experiences.
e. Limit on education and training activities. No more than 20% of the
aggregate of all AmeriCorps Member service hours in a Program may be
spent in education, training or other non-direct activities without specific
written permission from the Corporation.
f. Supervision. The Grantee must provide Members with adequate
supervision by qualified supervisors in accordance with the approved
application. The Grantee must establish and enforce a code of conduct for
Members.
FINAL - August 1, 1997 13
enrolled in an institution of higher education must serve at least
900 hours during a period of not more than three years.
b. Service in a second term. Programs are under no obligation to enroll
Members for a second term of service. To be eligible for a second term,
Members must receive a satisfactory performance review for the first term
of service. In any event, Members may receive in-service and post-service
benefits funded by the Corporation for the first two terms of service.
c. Notice to the Corporation's National Service Trust. The Grantee must
notify the Corporation's National Service Trust immediately in writing
upon a Member's enrollment in, completion of, lengthy or indefinite
suspension from, or release from a term of service. Lengthy or indefinite
suspension of service is defined as any extended period during which the
Member is not serving service hours or receiving AmeriCorps benefits
because it is unclear when the Member might return to the Program. The
Grantee also must notify the Trust when a Member's status is approved
and changed (i.e. from full-time to part-time or vice versa). Forms for this
filing will be provided to the Grantee. Any questions regarding the Trust
may be directed to (202) 606-5000 ext. 347.
d Notice to Child Care and Health Care providers. The Grantee must
notify the Corporation's designated agents immediately in writing when a
Member's status changes such that it would affect eligibility for child care
or health care. Examples of changes in status are converting a full-time
Member to part-time Member, the termination of or release from service,
and suspensions for cause or which are lengthy or indefinite. Program
directors should contact AmeriCorpsOCare at 1-500-570-4543 on child care
related changes, and if using the Corporation's Allianz health care policy,
should contact SRC at 1-800-788-6557.
e. Changing Member Status. Circumstances may arise within a
program that necessitate converting full-time Members to part-time or
vice versa. The following distinguishes between converting unfilled
AmeriCorps Member positions and converting currently enrolled
Members from their enrolled status. Note that once a Member is given a
partial educational award, the remaining portion of that educational
award is not available for use.
i. Unfilled Positions. State Commissions and Parent
Organizations are hereby delegated authority to approve or
authorize the conversion of unfilled full-time Member positions to
part-time within the following parameters. The number of unfilled
positions that may be converted may not exceed 15% of the Parent
Organization's or specific State Commission Program's awarded
FINAL - August 1, 1997 15
State Commissions and Parent Organizations must forward all
changes and appropriate forms to the Corporation after approval.
Any requests for changes that fall outside of the parameters set forth
above must come to the Corporation for approval with concurrence
from the State Commission or Parent Organization.
10. RELEASE FROM PARTICIPATION.
Grantee may release Members for two reasons: (1) for compelling personal •
circumstances; and (2) for cause in accordance with 45 C.F.R. § 2522.230.
a. Compelling circumstances. The Grantee is responsible for
determining whether a Member's personal circumstances are sufficiently
compelling to justify release on this basis. If a Grantee releases a Member
for compelling personal circumstances, the Grantee may elect either to
authorize a pro-rated educational award or temporarily to suspend
service for up to two years. If a term of service is temporarily suspended,
the Member will not accrue service hours or receive benefits during this
time period. In order to be eligible for a pro-rated educational award, a
Member must have served a minimum of 15% of his or her term of
service. If a Grantee releases a Member on the grounds that an
accommodation of a disability would impose an undue burden, the
Grantee must document its determination and notify the Corporation
Such circumstances are to be considered "compelling" for purposes of this
sub-clause. The Corporation for National Service allows each program to
decide on a case-by-case basis whether the situation warrants a Member
receiving a partial award. However, the Corporations policy is that
generally the compelling circumstance must be beyond the Member's
control.
The following are examples of reasons which could justify the early
release of a Member and entitle the person to a portion of an award.
• Sickness or critical illness of the Member.
• Death or critical illness of a member of the Member's immediate family
(spouse, parent, sibling, child, or guardian).
• Termination of project site, if reassignment to another project is not
possible.
If a Member leaves AmeriCorps service for any of the reason noted
above, and has served at least 15% of his or her service (or 255 hours for
full-time service), the Member would be eligible for a portion of the
educational award corresponding to the period served.
FINAL - August 1, 1997 17
controlled substance may resume service by demonstrating that the
Member has enrolled in an approved drug rehabilitation Program. A
Member convicted of a second or third offense of possession of a
controlled substance may resume services by demonstrating successful
completion of a rehabilitation Program.
In addition, any individual released for cause who wishes to reapply to
the Program from which he or she was released or to any other
AmeriCorps Program is required to disclose the release to that Program.
Programs should inform Members that failure to disclose to an
AmeriCorps Program any history of having been released for cause from
another AmeriCorps Program will render an individual ineligible to
receive the AmeriCorps educational award, whether or not that
individual successfully completes the term of service.
11. MINOR DISCIPLINARY ACTIONS
The Grantee may temporarily suspend or impose a fine on a Member for minor
disciplinary reasons, such as chronic tardiness, as outlined in the conditions of
the Member contract.
a. Temporary Suspension of Service. The period of suspension does not
count toward a Member's required service hours. Further, Members who
are suspended for minor disciplinary reasons may not receive a living
allowance for the suspension period.
b. Fines. If determined to be necessary for improvements in Member
performance or attendance, the Grantee may impose a reasonable fine on
Members for minor disciplinary problems consistent with the Member
contract. The fines may not be calculated on an hourly basis. For
example, a Member who is an hour late may not be fined an hour's worth
of living allowance. Instead, the Grantee shall establish a written policy
on fines, which is not linked to an hourly rage.
12. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS AND TAXES.
The living allowance match must come from non-Federal sources, unless
an exception for lack of available financial resources at the local level
under 42 US.C. §12594 (g) is specifically approved in Section VII. Special
Conditions of the Award document Programs that want to provide a
living allowance in excess of $8,340 must provide a Grantee match for all
funds over $7,089. Programs may not provide a living allowance benefit
above $16,680 unless it meets the conditions of a professional corps as
FINAL - August 1, 1997 19
c. Waiving the living allowance. A Member may waive all or part of the
payment of a living allowance if he or she believes his or her public
assistance may be lost because of the living allowance, with the following
caveats:
i. Even if a Member waives his or her right to receive the living
allowance, it is possible-depending on the specific public
assistance program rules -that the amount of the living
allowance that the Member is eligible to receiy_e.Hr4l be deemed
available;
ii. Members may revoke the waiver at any time during the course i
of the program;
iii. if a Member revokes the waiver, he or she may begin receiving
the living allowance only from the date on which the waiver
was revoked; the Member may not receive any portion of the
living allowance that accrued during the waiver period. -
d. Taxes and Insurance
i. FICA. Unless the Grantee obtains a ruling from the internal
Revenue Service that specifically exempts its AmeriCorps Members
from FICA requirements, the Grantee must pay FICA for any
Member receiving a living allowance. The Grantee also must
withhold 7.65% from the Member's living allowance.
u. Income Taxes. The Grantee must withhold personal income
taxes from Member living allowances, requiring each Member to
complete a W4 form at the beginning of the term of service and
providing a W-2 form at the close of the tax year.
iii. Unemployment insurance. The U.S. Department of Labor
ruled on April 20,1995 that Federal unemployment compensation
law does not require coverage for Members because no employer-
employee relationship exists. The Grantee cannot charge the cost of
unemployment insurance taxes to the Grant unless mandated by
State law. Programs are responsible for determining what State law
requires via their State Commission, legal counsel or the applicable
State agency.
AmeriCorps*National and AmeriCorps'Tribes and Territories
Grantees must coordinate with their State Commissions to
determine a consistent State treatment of unemployment insurance
requirements. State Commissions must coordinate the
determination of the State's legal requirements to pay
unemployment insurance for Members with the Corporation's
General Counsel. The Grantee must receive written approval from
FINAL - August 1, 1997 21
agent, Strategic Resource Company (SRC). Programs that have not
received information, or that have additional questions, may
contact SRC at 1-804-788-6557. It is the Program Director's
responsibility to enroll Members into the policy at the beginning of
the service term and to notify SRC of any changes in the group
enrollment during the program year.
iii. Use of an existing health care policy. If a Grantee is going to
use an existing health care policy that charges more tin $150 per
month per Member to the Corporation, a copy of the policy along
with a summary of its coverage and costs must be sent to the
Corporation's Grants Office. Grantees with a National Association
of Service Conservation Corps (NASCC) policy at the time of their
initial application for the AmeriCorps Grant only need to notify the
Grants Office.
iv. Part-time Members. Although no portion of health insurance
expenses for part-time Members may be paid from Corporation
funds, Programs may choose to provide health care to part-time
Members from other sources.
v. Part-time Members serving in a full-time capacity. Part-time
Members who are serving in a full-time capacity for a sustained
period of time (such as a full-time summer project) may be eligible
for health care benefits supported with Corporation funds,
although that coverage must be approved in the Grant or via prior
written approval from the Corporation.
f. Child care. The Grantee must ensure that child care is made available
to those full-time Members who need such assistance in order to
participate. Members are not eligible to receive child care from
AmeriCorps while they are receiving other child care subsidies.
L Member eligibility. A Member is considered to need child care
in order to participate in the Program &
(a) he or she is the parent or legal guardian (or acting in loco
parentis ) for a child under the age of 13 who resides
with the Member,
(b) he or she has a family income that does not exceed the
state's income eligibility guidelines for a family of the
same size. At a maximum, family income can be no more
than 75% of the state's median income; and
(c) at the time of acceptance into the Program, he or she is
not receiving child care from another available source.
ii. Qualified providers. To be eligible for payment with
AmeriCorps funds, a child care provider must qualify under the
Child Care and Development Block Grant Act of 1990 (42 U.S.C. §
FINAL - August 1, 1997 23
AmeriCorps Member was ineligible, or if the provider was not
qualified under the State guidelines.
g. Family and Medical Leave. AmeriCorps Members who have served
for at least 12 months and 1250 hours can take family and medical leave in
accordance with the Family and Medical Leave Act of 1993 (FMLA),
provided the sponsoring institution, if non-Federal, employs staff of more
than 50 people. (See the Corporation's Regulations at 45 C.E R. § 2540.220)
Under FMLA, Members may take up to 12 weeks of unpaid leave during a
12 month period for the following reasons:
i. the birth of a child;
ii. the placement of a child with an AmeriCorps Member through
adoption or foster care;
iii. serious illness of an AmeriCorps Member's spouse, child or
parent; or
iv. serious illness preventing the AmeriCorps Member from
performing his or her essential service duties. According to
Corporation regulations, a serious health condition is an illness
requiring in-patient care or continuing treatment by a health care
provider.
Grantees may continue to provide health care coverage to Members on
family and medical leave. If at the end of the leave, a Member decides not
to rejoin the program, FMLA allows grantees to recover their health
premium payments, unless the reason for not returning is the
continuation of the serious health condition or other circumstances
beyond the Member's control. However, given the small amounts
involved (in most cases less than $300 per AmeriCorps Member), Grantees
may elect not to adopt this recovery policy.
Family and medical leave does not count toward the requisite service
hours and Members may not receive a living allowance during this
period.
h. Federal Work Study. Upon Corporation approval, Work Study
students may be enrolled as AmeriCorps Members. AmeriCorps Member
benefits are reserved to those individuals who enroll in an AmeriCorps
position in a program that has been approved by the Corporation. Except
as required by Federal Work Study regulations, AmeriCorps Members
may not be paid on an hourly basis.
Federal Work Study funds are treated as any other Federal funds and do
not affect Grantee matching requirements. Programs that use Federal
FINAL - August 1, 1997 25
b. Cash match for Member Support Costs. The Grantee's matching
contributions for Member Support Costs (excluding health care) must be
in non-Federal cash, unless otherwise authorized in accordance with
AmeriCorps Special Provision 12, Living Allowance. Tribal funds
acquired through P.L. 93-638 are considered non-Federal and may be used
to match Member Support Costs. Unless otherwise agreed upon by the
Corporation, programs must meet the grantee share of Member Support
Costs, as indicated in the approved budget, during each repDirting quarter.
c. Cash or in-kind match for Program Operating Costs. Contributions,
including cash and third party in-kind, will be accepted as part of the
Grantee's matching share for Program Operating Costs (defined as those
other than the Member Support Costs) when such contributions meet all
of the following criteria:
i. They are verifiable from the Grantee's records;
ii. They are not included as contributions for any other Federally-
assisted Program;
iii. They are necessary and reasonable for the proper and efficient
accomplishment of Program objectives; and
iv. They are allowable under applicable cost principles.
d. Exception for volunteer community service. Because the purpose of
this Grant is to enable and stimulate volunteer community service, the
Grantee may not include the value of direct community service performed
by volunteers. However, the Grantee may include the value of volunteer
services contributed to the organization for organizational functions such
as accounting, audit, training of staff and AmeriCorps Programs.
e. Administrative costs. The maximum Corporation share of
Administrative costs cannot exceed 5% of total Corporation funds actually
expended. Administrative costs which exceed the Corporation's
maximum administrative cost limit of 5% but which otherwise would
have been allocable to the Grant, are allowable as the matching share
under the Administrative costs budget line item. See General Provisions,
Clause 24, Administrative Costs.
f. Valuation The value of Grantee contributions of services and
property will be determined in accordance with applicable cost principles
set forth in OMB Circulars A-21, A-87 and A-122, and the approved
budget.
FINAL - August 1, 1997 . 27
i. Changes in the scope, objectives or goals of the Program,
whether or not they involve budgetary changes;
ii. Substantial changes in the level of participant supervision;
iii. Entering into sub-Grants or contracting out any
AmeriCorps Program activities funded by the Grant and not
specifically identified in the approved application and grant.
b. Changes in the budget. The Grantee must obtain the prior written
approval of the Corporation before deviating from the approved budget
in any of the following ways:
i. Budgetary transfers to absorb administrative costs above the
amount specified in the approved budget, if below the 5%
maximum limit.
i.i. Reallocation of funds from the "Member Support Cost"
category to other categories of the approved budget. However, the
Grantee may reallocate funds within the line items in this category,
except for increases in health care cost per Member, which must be
approved. The specific line items covered by this subclause are:
(a) Living allowance,
(b) FICA, worker's compensation, and unemployment
insurance and
(c) Health care (or alternative health care).
iii. Within the "Other Member Costs" category, the Grantee may
not decrease funds budgeted for training and education without
prior Corporation approval.
iv. Specific Costs requiring prior approval before incurrence
under OMB Circulars A-21, A-87 or A-122 For certain cost items,
the cost circulars require approval of the awarding agency for the
cost to be allowable. Examples of these costs are: overtime pay,
rearrangement and alteration costs, and preaward costs.
v. Purchases of equipment over $1,000 (One thousand) using
Grant funds, unless specified in the approved application and
budget.
c. Approvals of Programmatic and Budget Changes. The Corporation's
Grants Officers are the only officials who have the authority to alter or
change the provisions or requirements of the Grant. The Grants Officers
will execute written amendments or changes to the Grant, and Grantees
should not assume approvals have been granted unless documentation
from the Grants Office has been received.
FINAL - August 1, 1997 29
iv. Final Financial Status Reports. States Commissions and Parent
Organizations completing the final year of their grant must submit,
in lieu of the last quarterly FSR, a final FSR that is cumulative over
the entire grant period. This FSR is due 90 days after the close of
the grant.
b. AmeriCorps Member-Related Forms. The following documents are
required from the Grantee: _
i. Enrollment Forms. State Commissions and Parent
Organizations must submit Member Enrollment Forms to the
Corporation no later than 30 days after a Member is enrolled.
ii. Change of Status Forms. State Commissions and Parent
Organizations must submit Member Change of Status Forms to the
Corporation no later than 30 days after a Member's status is
changed. By forwarding Member Change of Status Forms to the
Corporation, State Commissions and Parent Organizations signal
their approval of the change.
iii. ExiVEnd-of-Term-of-Service Forms. Programs must submit
Member Exit/ End-of-Term-of-Service Forms to the Corporation no
later than 15 days after a Member exits the program or finishes
his/her term of service.
c. Accomplishment Surveys. The Annual Accomplishments Report is a
survey used to compile all AmeriCorps achievements during the
program year. During the course of the year, a contractor will contact
programs regarding details and the administration of the survey.
For Fall start-ups, these are due October 31,1998; for January start-ups,
they are due January 31, 1999.
d. Benefit Provider Documentation Programs are responsible for
contacting applicable benefit providers immediately and directly
(AmeriCorpsOCare, Allianz, and others) when a change of status
affects the eligibility of a Member or when a Member leaves the
program early.
18. RENEWAL OF GRANT.
Unless otherwise specified, the Grant is made for the period specified in the
Grant to cover one Program year. The Corporation will provide further
guidance on any renewal processes in the coming fiscal year.
FINAL - August 1, 1997 31
iii. OMB Circular A-133, Audits of States, Local Governments and
Non-Profit Organizations.
c. Educational institutions. The following circulars and their
implementing regulations apply to educational institutions:
i. Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals and
Other Nonprofit Organizations - 45 C.F.R. Part 2543=,
ii. OMB Circular A-21, Cost Principles for Educational Institutions.
iii. OMB Circular A-133, Audits of States, Local Governments and
Non-Profit Organizations.
d. Other applicable statutes and regulations. The Grantee must comply
with all other applicable statutes, executive orders, regulations and
policies governing the Program, including but not limited to those cited in
these Grant Provisions, the Grant Assurances and Certifications, and those
cited in 45 C.F.R. Parts 2541 and 2543.
22- RESPONSIBILITIES UNDER GRANT ADMINISTRATION
a. Accountability of Grantee. The Grantee has full fiscal and
programmatic responsibility for managing all aspects of grant and grant-
supported activities, subject to the oversight of the Corporation. The
Grantee is accountable to the Corporation for its operation of the
AmeriCorps Program and the use of Corporation grant funds. It must
expend grant funds in a judicious and reasonable planner. Although
Grantees are encouraged to seek the advice and opinion of the
Corporation on special problems that may arise, such advice does not
diminish the Grantee's responsibility for making sound judgments and
does not mean that the responsibility for operating decisions has shifted to
the Corporatiom
b. Notice to Corporation The Grantee will notify the appropriate
Corporation's Program or Grants Officer immediately of any
developments or delays that have a significant impact on funded
activities, any significant problems relating to the administrative or
financial aspects of the Grant, or any suspected misconduct or
malfeasance related to the Grant or Grantee. The Grantee will inform the
Corporation official about the corrective action taken or contemplated by
the Grantee and any assistance needed to resolve the situation.
c. Notice to the Corporation's Office of Inspector General. The Grantee
must notify the Office of Inspector General immediately of losses of
Federal funds or goods/services supported with Federal funds, or when
FINAL - August 1, 1997 33
Recently revised OMB Circular A-133, Audits of States, Local
Governments and Non-Profit Organizations., provides guidance on new
audit requirements pursuant to Public Law 104-156 (The Single Audit Act
Amendments of 1996, enacted July 5,1996). The 1996 Amendment
established a $300,000-threshold of annual Federal expenditures for these
audits for fiscal year ending June 30, 1997 or later.
e. Consultant services. As required by law, payments to individuals for
consultant services under this Grant will not exceed the daily equivalent
of the maximum rate (exclusive of any indirect expenses, travel, supplies
and so on) allowed by Federal law. As of January, 1995, this rate is
$443.00 per day.
24. ADMINISTRATIVE COSTS.
a. Definitions. Administrative costs relate to the support of the
program's general operations and not to expenses identified with a
particular Program or project Certain costs, such as costs of staff who
perform both administrative and Program functions, may be prorated
between administrative costs related to the organization and costs directly
related to the Program if they are included in the budget and approved by
the Corporation. Administrative costs include:
i. indirect costs (e.g. costs identified with the program's overall
operation as described in the applicable provisions of the OMB
circulars);
ii. costs for financial, accounting, auditing, contracting or legal
functions not in support of a specific project;
iii. internal evaluation costs, including overall organizational
management improvement costs (except for independent
evaluations and internal evaluations of the Program or project that
are specifically related to creative methods of quality
improvement);
iv. insurance costs for the entity that operates the Program; and
v. that portion of the salaries and benefits of the Program's
director and other administrative staff not attributable to the time
spent in support of a specific Program or project.
Administrative costs do not include the following allowable costs directly
related to Program or project operations, such as:
i. allowable direct charges for Members, including living
allowances, insurance payments made on behalf of Members,
training and travel;
FINAL - August 1, 1997 35
25. EQUIPMENT AND SUPPLIES COSTS.
a. Definition of equipment. For the purposes of this clause, "equipment"
is defined as tangible non-expendable personal property having a useful
life of more than one year and an acquisition cost of $5,000 (five thousand)
or more per unit (including accessories, attachments and modifications).
b. Definition of supplies. For the purpose of this clause, "supplies"
means all personal property excluding equipment.
c. Allowable purchases. Equipment and supplies are allowable as a
direct cost under the Grant provided that the purchase of equipment or
supplies with a unit acquisition cost of $1,000 or more has written prior
approval by the Corporation or was specifically included in the approved
budget.
d. Prior approval for equipment or supplies purchases. In requesting
prior approval from the Corporation, the Grantee will assure that each
purchase of equipment or supplies:
i. Is necessary, reasonable, and cost-effective in meeting the Grant
objectives;
ii. Does not duplicate other equipment or supplies that are
reasonably available and accessible to the Grantee; and
iii. Is purchased in accordance with the Grantee's standard
practices.
e. Title to equipment. Unless otherwise specified, title to equipment
acquired by the Grantee with Grant funds vests in the Grantee, subject to
the conditions specified in this clause and applicable OMB circulars. The
Corporation reserves the right to transfer title to the Federal government
or to a third party named by the Corporation upon completion of the
Corporation Grant. The Corporation will issue disposition instructions
within 120 calendar days after the end of the Corporation's support of the
project for which it was acquired. If the Corporation does not act within
this timeframe, title vests with the Grantee.
f. Conditions of use. The Grantee will use the equipment in the
Program for as long as it is needed, whether or not the Program continues
to be supported with Federal funds. If multiple uses will not interfere
with the Program's needs, the Grantee will make the equipment available
for use in other activities supported by the Corporation, or by other
Federal agencies. When no longer needed for the Program, the Grantee
may use the equipment in connection with other activities sponsored by
FINAL - August 1, 1997 37
b. Fees for service. When using assistance under this Grant, the Grantee
may not enter into a contract for or accept fees for service performed by
Members when:
i. the service benefits a for-profit entity;
ii. the service falls within the other prohibited Program activities
set forth in Clause 5 of these Grant Provisions; or
iii. the service violates the non-displacement ProyisiQtis of the Act,
set forth in Clause 33 of these Grant Provisions.
27. PAYMENTS UNDER THE GRANT.
a. Advance payments. The Grantee may receive advance payments of
Grant funds, provided the Grantee meets the financial management
standards specified in OMB Circular A-102 and its implementing
regulations (45 C.F.R. 2541) or A-110 and its implementing regulations (45
C.F.R. 2543), as applicable.
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. Department of the Treasury in 31 C.F.K
Part 205.
c. Discontinuing advance payments. If a Grantee does not establish
procedures to minimize the time elapsing between the receipt of the cash
advance and its disbursement, the Corporation may, after providing due
notice to the Grantee, discontinue the advance payment method and allow
payments in advance only by individual request and approval or by
reimbursement.
d. InteFest-bearing accounts. The Grantee must deposit advance funds
received from the Corporation in Federally-insured, interest-bearing
accounts. The exceptions to this requirement follow:
i. Institutions of higher education and other non-profit
organizations. If a Grantee is covered by OMB Circular A-110, it
must maintain advance funds in interest-bearing accounts unless:
(a) it receives less than $120,000 in Federal funds per year;
(b) the best reasonably available account would not be
expected to earn interest in excess of $250 per year on
Federal cash balances; or
(c) the required minimum balance is so high that it would
not be feasible within expected Federal and non-Federal cash
resources.
FINAL - August 1, 1997 39
31. DRUG-FREE WORKPLACE.
a. Notice to employees and Members. In accordance with the Drug-Free
Workplace Act, 41 U.S.C. § 701 et seq., implementing regulations, 45
C.F.R. Part 2542, and the Grantee's certification, the Grantee must
publish a statement notifying employees and Members that-
i. the unlawful manufacture, distribution, dispensation, possession
or use of a controlled substance is prohibited in the Grantee's
workplace and Program;
ii. conviction of any criminal drug statute must be reported =
immediately to the Grantee;
iii. that the employee's employment or Member's participation is
conditioned upon compliance with the notice requirements; and
iv. certain actions will be taken against employees and Members
for violations of such prohibitions.
b. Criminal drug convictions. The Grantee's employees and Members
must notify the Grantee in writing of any criminal drug convictions for a
violation occurring in the workplace or during the performance of project
activities no later than 5 days after such conviction. The Grantee must
notify the Corporation within 10 days of receiving notice of such
conviction. The Grantee must take appropriate action against such
employee or Member up to and including termination or Member release
for cause consistent with the Corporation's rules on termination and
suspension of service, or require the employee or Member to satisfactorily
participate in an approved drug abuse assistance or rehabilitation
Program
c. Drug-Free awareness Program. The Grantee must establish a drug-free
awareness Program to inform employees and Members about the dangers
of drug abuse in the workplace, the Grantee's policy of maintaining a
Drug-Free workplace, any available drug counseling, rehabilitation, and
employee assistance and Member support services, and the penalties that
may be imposed for drug abuse violations.
d. Grantee non-compliance. The Grantee is subject to suspension,
termination or debarment proceedings for failure to comply with the
Drug-Free Workplace Act.
e. Non-discrimination and confidentiality laws. In implementing the
Drug-Free Workplace Act, the Grantee must adhere to Federal laws and
its Grant assurances related to alcohol and substance abuse non-
discrimination and confidentiality.
FINAL - August 1, 1997 41
public expenditure for that Program or project in the fiscal year that
support is to be provided is not less than the previous fiscal year.
b. Non-duplication. Grant funds may not be used to duplicate services
that are available in the locality of a Program or project. The Grantee may
not conduct activities that are the same or substantially equivalent to
activities provided by a State or local government agency in which the
Grantee entity resides.
c. Non-displacement.
i. Prohibition on displacing an employee or a position. The
Grantee may not displace an employee or position, including
partial displacement such as reduction in hours, wages or
employment benefits, as a result of the use by such employer of a
Member in a Program or project.
ii. Prohibition on selecting an employee for participation. The
Grantee may not select a Member who is employed by the Grantee
or who was employed by the Grantee in the previous six months,
unless the Corporation waives this requirement upon a sufficient
demonstration of non-displacement.
iii. Prohibition on promotional infringement. The Grantee may
not create a community service opportunity that will infringe in
any manner on the promotional opportunity of an employed
individual.
iv. Prohibition on displacing employee services, duties or
activities. A Member in a Program or project may not perform any
services or duties, or engage in activities that would otherwise be
performed by an employee, as part of the assigned duties of such
employee.
v. Prohibition on supplanting, hiring or infringing on recall
rights. A Member in a Program or project may not perform any
services or duties, or engage in activities, that:
(a) Will supplant the hiring of employed workers; or
(b) Are services, duties or activities with respect to which an
individual has recall rights pursuant to a collective
bargaining agreement or applicable personnel procedures.
vi. Other prohibitions. A Member in a Program or project may
not perform services or duties that have been performed by or were
assigned to any:
(a) Presently employed worker;
(b) Employee who recently resigned or was discharged;
(c) Employee who is subject to a reduction in force or who
has recall rights pursuant to a collective bargaining
agreement or applicable personnel procedures;
FINAL - August 1, 1997 43
acknowledgment and disclaimer appears in any external report or
publication of material based upon work supported by this Grant.
"This material is based upon work supported by the Corporation
for National Service under AmeriCorps Grant No. . Opinions
or points of view expressed in this document are those of the
authors and do not necessarily reflect the official position of the
Corporation or the AmeriCorps Program."
b. Materials provided to Corporation. The Grantee is responsible for 17
assuring that two copies of any such material are sent to the Corporation's
Office of Public Affairs and Program Office.
37. EVALUATION.
a. Internal evaluations. The Grantee must track progress toward
achievement of their Program objectives. The Grantee also must monitor
the quality of service activities, the satisfaction of both service recipients
and Members, and management effectiveness. Internal evaluation and
monitoring should be a continuous process, allowing for frequent
feedback and the quick correction of weaknesses.
b. Independent evaluations. The Grantee may obtain an independent
evaluation if provided for in the approved budget.
c. External evaluation and data collection. The Grantee must cooperate
with the Corporation and its evaluators in all monitoring and evaluation
efforts. As part of this effort, the Grantee must collect and submit certain
Member data, including the total number of Members in the Program, and
the number of Members by race, ethnicity; gender, age, economic
background, educational level, disability classification and geographic
region. The Corporation will provide forms for collecting Member data.
38. SUSPENSION OR TERMINATION OF GRANT.
a. Suspension of the Grant. In emergency situations, the Corporation
may suspend a Grant for not more than 30 calendar days. Examples of
such situations may include, but are not limited to:
i. Serious risk to persons or property;
ii. Violations of Federal, State or local criminal statutes; and
iii. Material violation(s) of the Grant or contract that are
sufficiently serious that they outweigh the general policy in favor
of advance notice and opportunity to show cause.
FINAL - August 1, 1997 47