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!

Grants Process Timeline March - Clarification period begins April - Formula Continuations in eGrants Early May – Competitive funding notifications June Formula notifications Late July/early August grants process will begin with the MSA RFP release for concept papers

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 – 21 st 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 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! 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  2 nd 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 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 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.mejoin.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 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!