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February 5th PD Meeting *virtual* rescheduled from January 28th Updates & Announcements

February 5th PD Meeting *virtual* rescheduled from January 28th Updates & Announcements

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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 mid-February

• 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

Site Visit Agenda

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!

Preparing for your Site Visit

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

• Member RecruitmentBe 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!

Other Upcoming Priorities and Updates

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!