February 5th PD Meeting *virtual* rescheduled from January 28th Updates & Announcements Agenda • Welcomes: New at MSA • Grants Process Update • CNCS Updates • Site visit season • Upcoming: Member Recruitment Agenda (continued) • Atlantic Cluster Conference • Other Upcoming Priorities • Calendar Updates • Gov’t Relations and Upcoming Events from Lindsay Rooney (formerly Snyder!) • MLK Day Talk Back - project highlights New at MSA • New Program in our portfolio! » Welcome justice Americorps Massachusetts, hosted by MIRA • New MSA Staff: » Welcome Elizabeth Way, Administrative Assistant • New PO Hire: » coming soon! » How will this effect you? Portfolios shifting midFebruary • New Phones! 2015-16 Grants Process Timeline • March - Clarification period begins • April - Formula Continuations in eGrants • Early May – 2015-2016 Competitive funding notifications • June - 2014-2015 Formula notifications • Late July/early August - 2016-2017 grants process will begin with the MSA RFP release for concept papers 2015-16 Grants Process Changes to NOFO and Application process • New “Funding Priority Areas” • Evidence Base Section » required to designate level of evidence, » provide up to two studies accordingly • Submission/eGrants Changes » Logic Model no longer attachment, » letters of support - keep on file, don’t send • Budget » Programs were allowed to submit modified amount for healthcare, we’re waiting to see how CNCS accepts » Max cost/MSY increased » Min stipend for Full-time members increased* CNCS Updates • Background Check Assessment Period » SORI non-compliance » CNCS will be releasing a document on findings and next steps • CNCS Inclusion funds/Inclusion survey • President Obama’s budget • Other funding opportunities » HUD – disaster recovery for designated areas » DOT – 21st Century Corps » Summer Programming – in President Obama’s budget CNCS Updates • Knowledge network resources • Repeat AmeriCorps Opening Day – end of October • National AmeriCorps Graduation/Alums recommitment campaign – June 15th Atlantic Regional Cluster Conference • Hosted in Hartford, Connecticut, May 4-6th • Workshops on topics including: Program Management, Financial Management, Performance Management, Criminal History Checks, and other relevant topics. • Desire to present?* (deadline THIS WEEK) • Funds to go » Potential for scholarships » Your budget • POL National Conference on Service and Volunteerism moved to October FY14 Site Visit Season • Risk Assessments being completed now (updated Risk Assessment form - we can share with you) • Site visits February-June • Programmatic and Fiscal • Member file desk review Preparing for your Site Visit Why Site Visits? • To hold MSA and programs accountable to the grant provisions • To strengthen the field by sharing best practices between programs • To identify the fiscal and programmatic compliance issues program may not be aware of and to offer technical assistance When? • Formal site visits are conducted late winter through spring • All programs – one visit during three-year cycle • New programs – site visit in first year • Administered according to risk level determined in Risk Assessment Form Preparing for your Site Visit Site Visit Agenda • Meet organization and program • staff • • Systems 1–10 • – Discuss your processes – Review your documents • Member Interviews Member file check Site Partner Interviews (if applicable) Informal feedback How to Prepare for a Site Visit • Start with the Binder project, Desk Systems and Objectives • Use the MSA monitoring tools as a guide • Ensure eGrants 30 day compliance (enrollment and retention, etc.) • Talk to your Program Officer! Common Compliance Findings Systems 1–10: • Materials do not identify position(s) as AmeriCorps service • Members do not receive personal/professional development beyond training for activities • AmeriCorps gear not worn during all service hours • Formal member supervision not occurring Documentation of data and data collection tools unavailable • Stakeholders not involved in continuous improvement • Member time sheets (dates and signatures) • Non-compliant electronic time keeping system • Members exiting service early to enroll in another AmeriCorps program Common Compliance Findings Incomplete/inconsistent member files without: • Documentation of interviews/references (and inconsistent numbers of each) • Member eligibility documentation • Confirmation of CORI completion/review and FBI fingerprint checks with compliant dates • No proof of healthcare coverage • Member evaluations • Separation of files: background check/medical information/member files not kept separately Common Compliance Findings Member interviews: • Lack of AmeriCorps identity and esprit de corps • Members serving in supervisory capacity to other members • Members unaware of reasonable accommodation policies • Members unclear of program goals Site partner interviews: • No signed site partner agreement/MOU • Little orientation or ongoing support Both: • Incomplete awareness of prohibited activities Common Compliance Findings • Last Year’s Findings to note: Logos and gear Referencing employment vs service 2nd year members in supervisory roles Electronic timesheet systems Timesheets missing dates Late initiation of background checks Misspelling member names / using a nickname for SORI Disallowing hours Site Visit Follow-up • Program Officers email written report to program within 30 days • Program has 30 days to respond to compliance issues • Best Practice and Continuous Improvement sections are for future reference • When all compliance issues are resolved the site visit is over Other Upcoming Priorities and Updates • Member Recruitment Be sure to update position descriptions, including: »stipend - $12,430 »education award - $5,730 »benefits »prohibited activities • Snow days and strategies • Conversation regarding Opportunity Youth • Competitive Amendments (eGrants) • A useful tool!: join.me • Great Press as of recent! Calendar Updates • February 27th - Western MA Legislative Breakfast • March 9-13th - AmeriCorps Week • March 18th - PD Meeting (Cape Cod) • Mid-March - CNCS Clarifications • March 31st - provide independent financial audit to MSA • March/April - Formula Continuations • April 7th - Mayors Day of Recognition for National Service • April 15th - Mid-year progress Report Due; Fiscal Deadline • April 16th - MA Service & Volunteerism Day @ Statehouse • May 4-6th - Atlantic Cluster Conference • Mid-/Late- May - CNCS Competitive Decisions • May 20th - PD Meeting (TBD) • June 1st - MA Conference on Service and Volunteerism Lindsay Updates • FY16 Legislative Advocacy Update • Western MA Legislative Breakfast (2/27) • Mayors Day of Recognition for National Service (4/7) • MA Service & Volunteerism Day at the Statehouse (4/16) • MA Conference on Service & Volunteerism (6/1) • MSA’s Annual Report • Branding AmeriCorps Branding Can you beat these??? Wrap-up • Post-webinar poll: Cultural Competency Training continued. We want to know your preferences for rescheduling. QUESTIONS? We’ll see you next on March 18th, on the Cape!