2011-2012 STANDARD CONTRACT - AMERICORPS CLEARWATER � y
2p11-2012 STANDARD CONTRACT
This agreement is made
BETWEEN
The Florida Comrnission on Volunteerism and Community Service
commonly referred to as Volunteer Florida
401 South Monroe Street
Tallahassee, Florida 32301
referred to herein as the "Commission"
AND
City of Clearwater on behalf of
Clearwater Police Department
645 Pierce Street
Clearwater, FL 33756-5400
referred to herein as the '`Provider'
The Provider, to be commonly- referenced as AmeriCoros Clearwater wiIl utiiize AmeriCorps
Members in accordance with submitted proposal (Attachment I). In consideration of the
contracted se�vices by the Commission and of the advantages and benefits received bv the
Provider by virtue of such relationship, the receipt and adequacy of all of which considerations
are hereby acknowledged, now therefore, in consideration of the mutual covenants hereinafter set
farth, the parties hereto agree as follows:
I. FROVIDER AGREEMENTS
A. Compliance.
1. The Provider must comply with the requirements of the National and Community
Service Act of'1990 RS amended and codified as 42 LTSC ]2501 et seq 45 CFR
2510 et seq. The Provider shalI also comply with applicable Federal cost
principles, administrative, and audit requirements as welt as all applicable Florida
Statutes. Requirements are incorporated in this agreement by reference.
2. The Provider will rectify all compliance issues identified by the Commission in
writing within the time period set forth or all future reimbursements will be
withheld until the deficiencies are corrected. Written documentation should
include how all noted deficiencies were corrected or an acceptable justification,
action plan and timeline of compliance for any deticiencies not corrected within
the time period set forth.
3. By�signing this contract, the Provider acknowledges receipt of the AmeriCorps
Provisions {Attachment IV). �
4. The Pro��ider further agrees to adhere to the AmeriCorps Provisions, regulatians
and the most current policies of the Commission and federal government. The
Provider is responsible for ensuring that all staff manages the program in
accordance with all governing regulations and policies.
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B. Program Name. The Pro��ider may not change the program name without the prior
w7itten approval of the Commission.
C. Program Performance Measures. Program performance measares are
referenced in Attachment II of this subcontract agreement.
Performance vleasures Revisions: Program performance measures may be revised
onlv with prior v��ritten approval of the Commission.
D. Budget. Both a budget and budget narrative for the delivery of services described in
this contract are provided in Attachment III.
1. M�tch Requirements and In-Kind Contributions
a. The Provider must provide matching funds cash and/or in-kind contributions
at a minimum of the percentage stated in Attachment III of the entire pragram
budget(CNCS and Grantee share combined).
b. Organizations providing cash or in-kind contributions must submit a letter on
their organization's letterhead signed by an authorized official of the
organization. The letter must state the amount of cash and/or in-kind
contribution donated to the Provider and any required stipulations. Cash and
in-kind contribution letters must include a description of each service or
resource that will be provided and the dollaz value of each. These letters must
be submitted to the Commission within thirty (30) days of execution of the
contract.
2. Bud�et Revisions: If necessary. the Pro��ider must obtain approval from the
Commission on all budget revision reyuests. The Commission reserr.�es the right
to disallaw any revisions. Budget Revisions must be submitted using the
Volunteer Florida Budget Revision Reyuest Form (Attachment V). Budget
revisions will be submitted on a quarterl� basis. Although budget revisions will
be submitted quarterlv, the Provider is to record and submit their expenses in the
month the expense was incurred even if a line-item is aver-expended. Budget
revisions should be submitted with the following invoices:
Invoice Period Due Date
July-September October 15
October-December Januarv 1�
Januar��-March Apri115
April-June July 15
E. Property. The Provider agrees to seek prior approval trom the Commission to
purchase any equipment and/or furniture not listed in the appraved AmeriCorps
Budget Narrative (Attachment III) with a purchase price of $1,000 or more to be
reimbursed by the Commission.
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F. Internet Access. The Provider agrees to provide the AmeriCorps Program Intemet
access and e-mail capahility as is necessary for program reporting and
communication.
G. Program Reporting
1. Vlonthly Progress Reports. All first year AmeriCorps programs are required to
complete a monthl�� report by the fifteenth (15`h) calendar da�� of each month
durin� the contract period. The Commission resen�es the right to require written
monthly reports be submitted at an}• point during the program year.
2. Progress Reports. The Pro�rider will submit Quarterly Progress Reports via a
format approved by the Commission or via other appro��ed on-line repo�rting
systems in accordance with the requirements and prescribed schedule of the
Commission and the Corporation for�lational Service.
3. Disability Community Development Plan. The Provider will submit a
Disability Communitv Development Plan for the purposes of: establishing
partnerships with organizations whose primary mission is serving persons with
disabilities and establish outreach activities to reach out to persons with
disabilities to serve in AmeriCorps. The plan must be submitted to the
Commission within the first six months of the program contract year.
4. Administration of Members with Disabilities Survey. The Provider will
provide a time and place for all members to complete the Commission°s Survey to
Determine the Number of Persons w�ith Disabilities Serving Florida's
Communities and ensure the survey is administered according t� Commission
guidelines.
5. Accessibility for Members with Disabilities. The Provider will ensure that any
barriers preventing the participation of inembers with disabilities are removed or
mitigated in accordance with federal law.
6. Sustainability Plan. The Provider will develop or update a sustainability plan in
accordance with the requirements of the Commission.
7. Other Reports. The Provider agrees to provide other reports as may be requested
by the Commission by an established deadline.
H. Fiscal Reporting
l. Financial Reports for Reimbursement. The Pro��ider will submit to the
Commission a monthly Invoice. With the exception of the Finat Financial
Reports, all reports for reimbursement are due 1� da}rs after the end of the period
of the report. If circumstances occur dela}�ing the reimbursement request, an
explanation should be sent to the Commission before the reimbwsement request
is due. If the provider submits invoices late on more than consecutive three (3}
occasions, the Commission resen�es the right to forfeit payment.
2. Finai Financial Reports for Reimbursement. The Provider agrees to submit the
FINAL Invoice for payment within forty-five (45) calendar days after the ending
date of this contract or the date of contract termination, whiche��er is earlier. If
the Provider fails to submit the iinal tinancial reports within the specitied time, all
rights to payment are forfeited.
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3. Closeout Checklist. Provider must submit a completed AmeriCorps Program
Closeout Checklist within forty-five (45) calendar days after the ending date of
this contract or the date of contract termination, whichever is earlier. If the
Provider fails to submit the final closeout checklist wnthin the specitied time, final
payment will be delayed or forfeited.
4. Sup�orting Documentation. The Provider will submit adequate supporting
documentation for all expenditures on monthly basis. Errors in the documentation
or insufficient documentation will result in delay of payment. The Commission
reserves the right to review supporting documents at any time during the program
period.
5. Audits. The Provider agrees to provide the Commission financial and compliance
audits of the Provider including the management letter within 180 days after the
end of the Provider's fiscal year in accordance with OMB Circular A-133 and to
ensure that all related party transactions are disclosed to the auditor.
6. Property. At the end of the contract the Provider agrees to submit a current
inventory list of all property (i.e. equipment and fiuniture} with a purchase price
of $1,000.00 or more bought with funds provided through this contract.
Regardless of the acquisition cost or value, all computers, including desktop and
laptop computers, and specialty software other than V6'indows and Microsoft
Offiee Suite must also be included. This praperty listing must include a
description of the property, model number, and serial number, date of acquisition,
cost, inventory number and information on the location, condition, transfer,
replacement or disposition of the property. This list is due to the Comrnission
within thirty(30) days at the end of the contract period.
The Commission reserves the right to retrieve, upon termination of this contract,
any and all equipment and furniture purchased with funds provided through this
contract, or to receive repayment for funds provided through this contract used in
the purchase or any portion of such equipment or furniture.
Disposing of property, including technology equipment, will require the program
to follow the Property Disposal Protocol and prior approval by the Commission.
I. Partnership Development and Site Agreement
1. The Provider may enter into written agreements with other private and public
organizations in the targeted communities to cooperate and coordinate the
provision of services under the terms of this contract.
2. Such partnerships may include,but are not limited to, the fallowing agreements;
a. contributions of cash support for the sen ices provided under the terms of
this contract:
b. contributions of in-kind support for the services provided under the terms
of this contract:
c. coordination of service activities to prevent duplication of effort;
d. evaluation of service activities, Member development.etc.;
e. training, training space and/or trainers
f. promotions or public relations: and
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g. provision of inember supervision and/or sen�ice site supervision.
3. Agreements with partners to provide Member supervision and/or service sites
must be in v►�7iting, adhere to the ArneriCorps Provisions and Regulations and
include the follawing items;
a. description of services to be provided by Members;
b. designation of person(s)responsible for member supervision and
verification of inember service hours;
c. description of prohibited member activities; and
d. other supervision or programmatic responsibilities.
4. The Provider shall include a list of its partner organizations on materials as
appropriate including;
a. brochures;
b. flyers;
c. posters; and
d, public service announcements.
5. Disaster Preparedness, Response, Recavery� and/or 1�Iitigation. The
Corporation for National Service (under agreement with the Federal Emergency
Management Agency) and the Commission (under agreement writh the Florida
Departrnent of Community Affairs Division of Emergency Mana�ement) requires
the availability of AmeriCorps Members for assignment to provide assistance in
disaster preparedness, response, recovery, and/or mitigation activities. As part of its
commitment to community�service, the provider agrees to train its rnembers and staff
to assist in disaster preparedness, response, recovery and mitigation activities.
Volunteers working with the program will be given the option to participate in the
training. The types of events that could impact Florida include hurricanes,tOCCl8C�025�
floods, other weather related events and man-made events, such as hazardous
materials accidents. Program members, volunteers, and stat�', based on the nature of
the program, will be trained to assist w�th an�� of the following activities: community
preparedness education, shelter operations, mass feeding, debris removal, community
outreach, and other disaster recovery related activities. Program members and
volunteers may be requested to provide assistance anyvvhere in the State of Florida.
Provider staff and AmeriCorps Members shall serve under the direction and control
of the Provider and shall not be considered volunteers to FEMA, DCA or DEM for
purposes of Chapter 110 (IV} F.S. Requests for disaster preparedness, respoMSe,
recovery and rnitigation assistance will be made on behalf of the Florida
Governor's State Coordinating Officer through the Commission's Director of
Emergency vlanagement after consulting with the state Corporation for National
Service office disaster coordinator. All related activities undertaken by a program
will be done in cooperation with the tocal office of emergency management.
Approved expenses incurred as a result of provider activities related to disaster
prepazedness, response, recovery and mitigation witl be reimbursed. According to
State of Florida and Federal regulations, non-profit entities responding in times of
disaster may request reimbursement from the Federal Emergency Vlanagement
Agency. Up to 75% of eligible expenses may be reimbursed. The State of Florida,
on a disaster specitic basis, may cover the remaining 25% of eligible expenses for
private non-protit entities. Providers responding at the request of the State
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Coordinating Officer would be eligible for reimbwsement of disaster related
expenses. The Commission will furnish the provider with additional information
about expenditure reimbursement. Training costs will not be reimbursable unless
arrangements are made in advance. The Commission has identified low and no
cost training opportunities statewide. Providers may contact the Commission°s
Director of Emergency Management for specific trAining questions and
opportunities.
6. Training and Technical Assiststnce. Training and/or technical assistance
pravided to staff and/or AmeriCorps Members under this contract must be
designed to facilitate the improvement of the services, strengthen the development
of skills and knowledge for the staff and the AmeriCorps '�9embers, and
strengthen the communities in which services are provided. Training andlor
technical assistance may° be provided directly by the Provider, a community
partner (such as a local volunteer center) or other local resources requested from
the Commission or coordinated through the Commission.
J. National Service Activities. The Provider will schedule and conduct at least one
direct service activity designed for and conducted as part of the Seasons of Service,
the designated national service days of the Corporation of National Service, during
the contract period.
J. Quatity Assurance and Evaluation
1. The Provider will track and document progress made toward accomplishing the
performance measures and specific deliverables of this contract.
2. The Provider agrees to facilitate, conduct and participate in technical assistance,
external reviews, and other continuous improvement acti�°ities related to the
services.
3. The Provider agrees to permit persons duly authorized by the Commission to
inspect any records, papers, documents, facilities, goods and services of the
Provider that are relevant to this contract, and/or to inten�iew any clients,
employees, volunteers, or any other parties affiliated with the Provider to be
assured of satisfactory performance of the terms and conditions of this contract.
4. The Provider will conduct a minimum of one survey annuall}� to examine primary
stakeholder satisfaction with the program ser��ices, including at a minimum to:
a. AmeriCorps members;
b. service recipients;
c. community residents;and
d. community partners.
5. The Commission requires participation for all AmeriCorps programs in the
Florida Statewide Evaluation conducted b� Florida State tJniversity.
6. Provide any requested information in a timely fashion in the format specified by
the Commission;
7. Facilitate contact with communit}� agencies and /or individuals for the
Commission or its consultant:
8. The Commission reserves the right to randomly conduct on-site tiscal monitoring
to review the accurac}r of information reported as expenditures from grant funds.
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K. Records and Documentation
1. The Provider agrees to maintain records of deliverables, including reports and
program and participant data; financial recnrds, supporting documents, statistical
records and any other documents(including electronic storage media) pertinent to
this subcontract for a period of siY (6)years after termination of this subcontract,
or if an audit has been initiated and audit findings have not been resolved at the
end of sia(6)years. the records shall be retained until resolution of the audit
findings or any litigation which may be based on the terms of this subcontract.
2. The Provider agrees to assure that records will be subject, at all reasonable times,
to inspection, review or audit by Commission personnel and/or individuals
authorized by the Commission.
3. The Provider agrees to allow public access to all documents, papers, letters, or
other materials subject to the provisions of Chapter 119, F,S, made or received by
the Provider in conjunction with this contract. The Provider's refusal to comply
with this provision will constitute a breach of contract.
a. Safeguarding Information. The Provider agrees not to use or disclose
information concerning a recipient of services under this contract for any
purpose not in conformity with the state regulations (]19, F.S) and federal
regulations(45 CFR, Part 205.50), except upon wTitten cansent of the
recipient or the recipient`s responsible parent or guardian when authorized
by law.
b. Assignments and Subcontracts. The Pro��ider agrees not to assign
responsibility of this contract to another part�� or to subcontract any
portion of the work contemplated under this contract without prior written
approval of the Commission. No such approval by the Commission w�.lt
be deemed in any manner to provide for the incurrence of any obligation
of the Commission in addition to the total dollaz amount agreed upon in
this contract. All such assignments or subcontracts w�ill be subject to the
terms and conditions of this contract and to any conditions of approval that
the Commission may deem necessary. The Pro��ider agrees to include
audit and record keeping requirements in all approved agreements entered
into by the Provider for any other subcontracted services in the amount of
$25,0�0 or greater,
c. Indemnifirati�n. Each party hereto agrees that it shall be salely
responsible for the wrongful acts of its emplc�yees and agents. However,
nothing contained herein shall constitute a waiver by either party of its
sovereign immunity or the provision of Section 768.28 Florida Statute.
d. Incident Reporting. In compliance with Chapter 415 F.S. and 39 F.S., an
emplo�ee or agent of the Provider who knows,or has reasonable cause to
suspect that a child, elder, or adult with a disability is or has been abused,
neglected or eYploited, shall immediatel}� report such knowledge or
suspicion to the abuse registry operated b}•the Florida Department of
Children and Families on the single statewide toll-free telephone number,
1-800-96-ABUSE (800-9b2-2873).
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L. Sponsorship
1. The Provider agrees to, in publicizing, advertising, or describing the sponsorship
of a pragram funded wholty or in pa.rt by the Commission, state `'Sponsored by ---
- and Volunteer Florida". If the sponsorship reference is in w�ritten material, the
words"Volunteer Florida" shall appear in the same size letter or type as the name
of the Provider.
2. The Provider agrees to incorporate the Volunteer Florida lo�o as appropriate on
all letterhead, brochures, newsletters, business cards, stationery, posters, flyers,
and other written and pictorial communication media for all programs funded
wholly or in part by the Commission.
3. The Frovider agrees to notiiy the Communications Director of the Commission as
soon as possible when engaging in contact v��ith the media; and to provide the
Commission's tag line to all media contacts far all programs funded wholly or in
part by the Commission.
M. Purchasing, Procurement of Materials and Recycled Content. The Provider
agrees that any products or materials that are the subject of or required to carry out
this contract shall be procured in accordance with the provisions of s.403.7465 and
287.045, F.S.
N. Conflict of Interest. The Provider shall affirm that neither the Pro��ider nor any of its
direetors, officers, members or employees has any interest nor shall acquire any
interest, directly or indirectly,which would conflict in any manner ar degree with
performance of the service hereunder. The Provider further agrees that in the
performance of the service, no person having such interest shall be employed by the
Provider.
O. Nepotism.No person may hold a job or position with the Provider in which a
member nf his/her immediate family exercises supervisory authority within the
program. A member of an immediate family includes: husband, wife, father, father-
in-law, mother, mother-in-law, brother, brother-in-law, sister, sister-in-law, son, son-
in-law�, daughter, daughter-in-law and separated spouses.
P. Sustainability. It is understood that the funding provided by�the Commission for this
program is "seed money" to be used by the Provider to provide services to the
community. with the assistance of the Commission that will eventually be continued
and managed locally with minimal federal funds or responsibility for the program.
Q. Aceessibility and Prohibited Discrimination. The Provider will ensure accessibility
and prohibit discrimination in accordance with AmeriCorps Provisions.
II. COMMISSIQN AGREEMENTS
A. Reimbursements. Complete and accurate Invoices will be processed b}� the
Commission within thirty (30 days) after receipt of the invoice. Failure to submit a
timely or accurate Invoice will result in monthly payments being delayed.
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B. Technical Assistance. The Commission agrees to provide or assist the Provider in
obtaining technical assistance and training as needed by the Provider for this contract.
C. Site Visits. Following any quality assurance/continuous improvement review, the
Commission will deliver in a timely fashion to the Provider a written report v�2th
comments and recommendations regarding the manner in which services are being
provided.
D. Contract Continuatifln. The Commission will notity the Provider in writing of the
submission date and requirements for the continuing application and continuation will
be executed by contract amendment.
III. PROVIDER AND COMMISSION MUTUAL AGREEMENTS
A. Effective and Eading Dates. The contract shall begin January 1,2012 and end on
December 31,2012.
B. Contract Funding Amount. T'he maximum amount reimbursable under this
agreement is 175 459.
1. The Commission reserves the right to deduct the follov��ing expenses from the
Provider budget:
a. The Provider agrees to allocate $1.000 (maximaml for the Volunteer Florida
Statewide Evaluation in line H. of their budget. These funds will be reserved
and utilized by Volunteer Florida for statewide contracted evaluation.
b. Commission Fixed Amount -51,755 maximum
C. Contraet Grantee/Match Amount. The Provider agrees to contribute Slbl 04 as
cash and/or in-kind match, which represents 48% of the total bud�et.
l. If the provider is unable to meet the minimum requirement of the cash andior in-
kind contribution, the Provider must submit a letter justifyiilg why the program is
unable to meet the minimum requirement. A determination will be made by the
Commission, without recourse,as to the merit of the justificatian. Based on the
justification, the Commission may reduce the Provider's grant amount
proportionately based on the amount of CNCS funds drawn dawn.
D. Type of Contract. This will be a cost reimbursement contract. Pavment for the
contracted services will be contingent upon the documented allowable expenditures
for the specified contract period. The Commission's performance and obligation to
pay for services rendered under this contract is contingent upon available funding
from the Corporation for I�ational and Community Service and the State of Florida.
E. Ownership and Sharing of Grant Products. The Provider. to the extent possible,
agrees to make products produced under this contract availahle at the cost of
reproduction to others in the field. The Commission retains royalty-free, non-
exclusive and irrevocable licenses ta obtain, use, reproduce, publish or disseminate
products, including data, produced under this cantract and to authorize others to do
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so. The Commission may distribute such �aroducts through a designated
clearinghouse. The Pravider may nat sell any w�ork that includes the Commission
logo without prior Commission written approval.
F. Contact Protacal. The primazy contact for all matters relating to this program shall
be the staff listed in Section III. H. of this Contract, unless otherwise specitied in
writing. The primary contact person will notify all parties in writing of altemative
contacts should he/she not be available.
G. Contract Amendments. All contract amendments will utilize the format of
Attachment IV and must be executed by authorized representatives of the
Commission and the Provider.
H. Termination.
1. Terminatian at WiIL This contract may be terminated by either party upon na
less than sixty(60) calendar days notice in writing, without cause, unless both
parties mutually agree upon a lesser time. Said notice shall be delivered by
certified mail,return receipt requested,or in person with proof of delivery.
2. Termination Because of Lack of Funds. In the event funds to finance this
contract become una<<ailable,the Commission may terminate the contract upon no
less than twenty-four(24) hours notice in writing to the Provider. Said notice
shall be delivered by certified mail, return receipt requested or in person with
proof of delivery. The Commission shall be the tinal authoritv as to the
availabilih of funds. +
3. Termination for Breach. This contract may be terminated for non-compliance
and/or breach of contract by the Provider upon no less than twenty-four(24)
hours notice. If applicable, the Cammission may employ the default provision in
Chapter 60A-1.006(3), FAC. Waiver of breach of any provisians of this contract
shall not be deemed to be a wai��er of any other breach and shal� nat be construed
to be a modification of the terms of this contract. The provisions herein do not
limit the Commission's right to remedies at law or to damages,
4. Overpayment. In the event that the Commission, the Provider or an auditor
discovers an overpayment has been made,the Provider will repay the
overpayment within thirty {30) calendar days unless extenuating circumstances
are deemed to exist by the Commission.
I. Notice and Contact.
1. The name, address and telephone number of the Commission's Program
Consultant to contact re�arding programmatic issues, for the contract is:
Ericka Zdenek, Program Consultant
401 South Monroe Street
Tallahassee, Florida 32301
(850)922-0471
ericka u;volunteerflorida.or�
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OR
Cat Keen, Director of National Service Programs
401 South Monroe Street
Tallahassee, Florida 32301
(850)414-2976
catfu�volunteerflorida.or�
2. The name, address, and telephone number of the Corrimission's Financial contact
for contract, compliance and budget issues for the contract is:
Julia E. Cunnin�ham, Grants Contract Manager
40l South Monroe Street
Tallahassee, FL 32301
(850)414-0097
j ulia�u?rrolunteertlorida.ore
3. The name, address, and telephone number of the representative for the Provider
responsible for the administratian of the program under this contract is:
Name: Karen H. Maldonado
Title: AmeriCorps Program Coordinator
Address: 645 Pierce Street,Clearwater, FL 33756
Phone: (727) 562-4142 e-mail: I�aren.Maldonado c myclearwaater.com
4. The name and mailing address �f the fiscal cantact person responsible for fiscal
management for the Provider is:
'.�iame: Karen Dombrowski
Title: Administrative Suppori Manager
Address: 645 Pierce Street, Clearwater, FL 33756
Phone: (727) 562-4190 e-mail: Karen.Dombrowskil�myclearwater.com
5. The name of the contact person, street address and e-mail address where financial
and administrative recards are maintained:
Name: Jean Griggs
Title: Police Records Manager
Address: 645 Pierce Street. Clearwater, FL 33756
Phone: (727) Sb2-4455 e-mail: Jean.Griggsvmyclearwater.com
6. In the event that different representatives are designated by either party after
execution of this contract,notice of the name, address and telephone number of
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the new representative will be rendered in writing to the other party and said
notification attached to originals of this contract.
J. All Terms and Conditions Included. This contract and its attachments as
referenced below contain all the terms and conditions agreed upon by the parties.
Attachment I- Approved AmeriCorps Proposal
Attachment II — Programmatic Requirements and Performance Measures
Attachment III — Approved Budget and Budget Narrative
Attachment IV — AmeriCorps Provisions
Attachment V— Budget Revision Request Form
Attachment VI — Contract Amendment Form
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned o�cials as duly authorized.
Countersigned:
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Frank V. Hibbard
Mayor
Approved as to form:
RoberC J. ette
Assistant Attorney
THE PLORIDA COMMISSION O?�T
COMML7NITY SERVICE Commonly
Referred to as VOLLTNTEER FLORIDA
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By. ���-'�` �2C
Wendy Spe
EYecutive Director
Approved as to form:
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CITY OF LCEARWATER, FLORIDA
BY: .�.C�...��_ ��-.�,�--�.
William B. Horne II
City Manager
Attest:
Rosemarie Call
City Clerk
Attest:
ATTACHMENT II
Attachment II—Programmatic Requirements
Provider Name: Clearwater Police Department
AmeriCorps Program Name: AmeriCorps Clearwater
I. Program Performance Measures
A. Volunteer Recruitment (Output): After one year, 40 volunteers will
collectively provide at least 200 hours of volunteer services as measured by
volunteer logs.
B. Saving Police Officer Time (Output): After one year, members will save a
total of 10,000 hours of police officer time as measured by member
timesheets.
C. Saving Police Officer Time (Intermediate Outcome): After one year,
members will save a minimum of 10,000 hours of assisting police units with
non-hazardous emergency details including crime prevention and patrol
services that will result in saving $400,000 worth of police officer time as
measured by program spreadsheet.
D. Saving Police Officer Time (End Outcome): After one year, members will
save a minimum of 10,000 hours of assisting police units with non-emergency
details including crime prevention and patrol services that will result in a
savings of $400,000 worth of police officer time. As a result, 75% of
community stakeholders will report a sense of feeling safer as measured by
stakeholder surveys.
II. Staff Recruitment and Responsibilities
A. Staff positions, duties, responsibilities and the number of staff working in this
program may be revised if requested in writing by the provider and approved in
writing by the Commission, provided such revisions do not exceed ariginal budgeted
amounts for staf£ The Provider will hire and maintain one (1) AmeriCorps
Program Director at 1 FTE to be responsible for the overall management of the
program. Please note that 1 FTE program director is required for programs that have
10 or more members.
B. Staff positions, duties, responsibilities and the number of staff warking in this
program may be revised if requested in writing by the provider and approved in
writing by the Commission, provided such revisions do not exceed original budgeted
amounts for staf£ The Provider will hire and maintain one (1) Lieutenant at .OS
FTE to be responsible for assisting in overall management of the program.
C. Staff positions, duties, responsibilities and the number of staff working in this
program may be revised if requested in writing by the provider and approved in
writing by the Commission, provided such revisions do not exceed original budgeted
amounts for staf£ The Provider will hire and maintain one (1) Sergeant at .20 FTE
to be responsible for assisting in overall management of the program.
D. In the event of a change of staff, the Provider agrees to provide new staff with a
program operation manual and/ar policies and procedures for the AmeriCorps
ATTACHMENT II
program. The Provider agrees to notify the Commission in writing or via e-mail
within ten(10) working days of any program staff vacancies funded by this grant.
III. AmeriCorps Member Recruitment and Responsibilities
A. Recruit eight (8) AmeriCorps Members into full-time service within 60 days of
implementation of this contract. Members will be provided with a living allowance in
accordance with the AmeriCorps Provisions (Attachment IV). Members will provide
direct service in areas outlined in the approved proposal (Attachment I).
B. Recruit ten (10) AmeriCorps Members into half-time service within 90 days of
implementation of this contract. Members will be provided with a living allowance in
accordance with the AmeriCorps Provisions (Attachment IV). Members will provide
direct service in areas outlined in the approved proposal (Attachment I).
C. The Provider agrees to develop and enter into signed agreement with each Member
using an AmeriCorps Member Contract in compliance with the AmeriCorps
Provisions.
D. The Provider agrees to implement the program's Commission approved Community
Disability Development Plan to recruit persons with disabilities into the program.
E. The positions, position descriptions, and number of Members serving in this program
may be revised if requested in writing by the provider and approved in writing by the
Commission.
F. All Members must be enrolled in the eGrants AmeriCorps Portal. The provider
further agrees to assign members to a service location within the AmeriCorps Portal
no more than 30 days from start of service.
G. Member positions may only be revised through a Member Change of Status Form
completed via the eGrants AmeriCorps Portal for each Member for the following
conditions:
a. suspension;
b. ending service early;
c. reinstatement to service;
d. utilization of the Family Medical Leave Act; or
e. transfer to another AmeriCorps program.
The program agrees to keep all documentation associated with Member Change of
Status in a member file. �
H. A National Service Trust End of Term of Service/Exit Form must be completed via
the eGrants AmeriCorps Portal for each Member upon completion of her/his term of
service.
L The Provider will complete forms via the eGrants AmeriCorps Portal within 30 days
upon a member's enrollment in, completion of, lengthy or indefinite suspension from,
or release from, a term of service.
J. The Provider will report member service hours to the Commission at least quarterly
and will audit and update member service hours at least monthly. The Commission
reserves the right to review Member service hours at anytime.
n .
ATTACHMENT II
IV.AmeriCorps Staff Training
A. The Commission will ensure the provision of training and/or technical assistance
to ensure successful program implementation and operation. The required training
include the Volunteer Florida Program Director Meetings.
B. New program directors must complete the following three (3) disability specific
trainings: Disability Awareness and Appreciation, and trainings covering Titles I
and III of the Americans with Disabilities Act.
C. Program Directors operating in year two or beyond must complete two (2)
disability related trainings each year. Training not provided by the Commission
must be approved in advance by Commission staff designated to oversee the
Commission's disability inclusion responsibilities. Other suggested topics are, but
are not limited to the following:
i. supervisory techniques;
ii. AmeriCorps member evaluation;
iii. working with the media;
iv. AmeriCorps member motivation;
v. report writing; and
vi. financial/grants management
D. The Commission will ensure the provision of fiscal training and/or technical
assistance to ensure successful fiscal program implementation and operation.
Program fiscal staff will be required to complete the Volunteer Florida Fiscal
Training.
V. AmeriCorps Member Training
A. The Provider will ensure the provision of training and/or technical assistance for
members. Required trainings include:
i. American Red Cross-certified or comparable CPR and First Aid training.
The Provider will have all members trained or certified in CPR and First
Aid.
ii. Diversity appreciation;
iii. Citizenship;
iv. Disability awareness and appreciation training adhering to the
Commission's approved content.
v. Introduction to Disaster and one additional training in the area of disaster
preparedness, mitigation, and/or response.
B. Other suggested training topics include, but are not limited to:
i. team building;
ii. conflict resolution;
iii. career development;
iv. Life after AmeriCorps
VI.National Service Activities
The Provider will schedule and conduct at least one direct service activity designed
for and conducted as part of the Seasons of Service, the designated national service
days of the Corporation of National Service, during the contract period.
VOLUNTEER FLORIDA ��
Americorps Program
Attachment III-Budget Narrative
Funding Period: 2011-2012
Lead Entity: Ctearwater Police Department �
Project Name: AmeriCorps Clearwater
Cash Grantee In- Total Cost
Categories and Li�e Items CNCS Share Share kind Share of Program Budget Narrative
Section I.Program Operating Costs
- - - - - _ ___
----
---
A.Personnel Expenses(list each employee)
-- - - - - - - -- -- ------ -- -- -
AmeriCorps Program_Director $15,232.00 $29,568 00 $0.00 $44,800.00 1 person at$44,800 at 100%usage
- - ---
Sergeant_ $0.00_ $0.00 $16,448.00 $16,448.00 1 person at$82,240 at 20°/usage
---- -- --- - ---- - - ---- - ---
Lieutenant $0.00 $0.00__ $4,895.00 $4,895.00 1 person at$97,900 at 5%usage
---- ------ ----
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 0.00
Line A.Subtotal Salaries and Wa es $15 232.00 $29 568.00 $21 343.00 66 143.00
_ _ -- - _. _- ------ --- _
B.Personnel Fringe Benefits
_ __ - --- -- ------ - _
Program Director $6,233.00 $12,099.00 $18,332.00 Pension:$12,096,SS:$649.60,Major Medical:$5,470, Life Insurance:$116
- -- --- ----- - -- - - - -- -- _ --
Program Director-Workers Comp _ _ $0.00 $0.00 $1,654.00 $1,654.00 $63.61/pay @26 pay periods
_ _ - - - ----
Sergeant $0.00 $0.00 $6,105.00. $6,105.00 Pension:$4,440.96,SS:$238.50,Ma�or Medicai:$1,094,Life Insurance:
$1.20,Worker's Comp:$330.80
Lieutenant $0.00 $0.00 $1,825.00 $1,825.00 Pension:$1,321.65,SS:$70.98,Major Medical:$349.50,Life Insurance:
$0.30 Worker's Com :$82.70
Line.B.Subtotal Personnel Frin e Benefits $6 233.00 $12 099.00 $9 584.00 $27 916.00
C.Travel
1.Staff Travel $372.00 $0.00 $0.00 $372.00 Driving to and from Volunteer Florida trainings and meetings
2.Travel to CNCS Sponsored Meetings $0.00 $0.00 $0.00 $0.00
__ ---- -
3.Member Travel $0.00 $0.00 $10,200.00 70 200.00 Use of 4 vehicles at$212.50 er month for 12 months
Line C.Subtotal Travel E372.00 $0.00 $10 200.00 $10 572.00
D.E ui ment $0.00 $0_00 $0.00 $0.00
E. Supplies(itemize each category of supplies)
------
- ----
Member Service Gear $630.00 $0.00 $0.00 $630.00 $35 per member at 18 members
_ ------ - -
Police Issued Uniforms $0.00 $0.00 $4,806.00 $4,806.00 $267 per member at 18 members
-- ---- __
Office Supplies $0.00 $0.00 $60.00 $60.00 $5 per month at 12 months
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
Line E.Subtotal Su lies $630.00 $0.00 $4 866.00 $5 496.00
F.Contractual and Consultant Services $0.00 $0.00 $0.00 $0.00
G.Training - __
_ __ _ _
1.Staff Training $0.00 $0.00 $0.00 $0.00
_
2.Member Training $900.00 $0.00 $1,148.00 $2,048.00 $900 for 18 members to attend team building ropes course and$1,148 in kind
for various trainin s to include CPR/First Aid VMB Radio Pawn Sli ent
Line G.Subtotal Trainin $900.00 $0.00 51 748.00 $2 048.00
_ _ ___
- - ---- -
H.Evaluation $0.00 $0.00 $0.00 $0.00
- - -- -- - - - ----- _ _ --- -
1.Volunteer Florida Statewide Evaluation $1,000.00 $0.00 $0.00 $1,000.00
Line H.Subtotal Evalution $1 000.00 $0.00 $0.00 $1 000.00
Page 1 of 3 Revised 10/28/2011
VOLUNTEER FLORIDA ��,
Americorps Program
Attachment 111-Budget Narrative
Funding Period: 2011-2012
Lead Entity: Cleanvater Police Department '
Project Name: AmeriCorps Clearwater
Cash Grantee In- Total Cost
Categories and Line Items CNCS Share Share kind Share of Program Budget Narrative
I.Other Program Operatin9 Costs
_ ---
--- - -
- - - -- - --- - -- --
__
Office and Trainin9 Space_ $0.00 $0.00 $12,180.00 $12,180.00 580 sq ft office @$21 per sq ft for 12 months
- - - - -
- -- -
Nextel Cell Phone $0.00 $0.00 $420.00 $420.00 $35 per month for 12 months
-- - - - -
___
Police Department Access Cards $22.00 $22.00 PST donated 1 hour of time to make 18 access cards
National Criminal Background Checks $17.00 $17.00 PIT donated 1 hour of time to make 18 criminal history checks
Line 1.Subtotal Other Progrem Operating Costs $0.00 $0.00 $12,639.00 $12,639.00
---- - -- _ __ ___ -
Section I.Subtotal 24 67. 41 6 7.00 9 780.00 12 14.
- _- - -
Section I.Percentage _ 19.00% 33.12% 47.51% 100.00%
__ ___ _ - - - __ __ _
Section II.Member Costs
--
A.Living Allowance
- -
- - -- - ---- -
-- -
1. Full Time(1700 hrs) _ $75,504.00 _ $21,296.00 $96,800.00
----- __
_
2. 1-Year Half Time(900 hrs) $49,967.00 $14,093.00 $64,060.00
- -
- - - - -_ _ _
3.Reduced Half Time(675 hrs) $0.00
-- _--- -
4.Quarter Time(450 hrs) $0.00
--
5.Minimum Time(300 hrs) _ _ $0.00
-- --
6.2-Year Half Time(2nd Year) $0.00
7.2-Year Half Time 1st Year 0.00
Line.A.Subtotal Total Livin Allowance 125 471.00 $35 389.00 0.00 160 860.00
B.Member Support Costs
1. FICA for Members $12,306.00 $12,306.00 7.65%of total living allowance
_ _- ---
2.Worker's Compensation $21,502.00 $21,502.00 13 FTE at$1,654
-- -
3.Health Care $11,560.00
$11 560.00 8 members at$1,445
Line B.Subtotal for Member Su ort Costs $23,866.00 $21,502.00 $45 368.00
Section II.$ubtotal 149 7. 7 02.00 20 228.00
' - -
Section II.Percentages 72.00% 17.16% 10.43% 100.00%
Section III.Administrative Costs
---- - _ -- -- - __ _
--- _ --- -- - - _ _
A.Corporation Fixed Percentage
-- --
1.Corporation Fixed Amount $2,966.00 1 Senior Accountant salary at$2,240 plus benefits at$725.78
2.Commission Fixed Amount $1,755.00 __ $175,459 x 1%
_ -
B. Federally Approved Indirect Cost Rate
-
__ _ _ - -
Section III.8ubtotal 7 755.00 2 966.00 .00 4 721.
-
Section III.Percentage 37.00% 63.00% 0.00% 100.00%
- - - - __ _ _
Budget ToWls $775,459.00 $80,022.00 $81,282.00 ___ $336,763.00
- - ---_
Budqet Total Percentaqes 52% 24% 24% 700%
_ _ -- -- - -- - --
Required Match g4�/,
- - - - - _ ---- _ ---
#of Years Receiving CNCS Funds 6
#of MSY 13
-- _ -- - - ------- - -_
---
Cost per MSY _ _ $13,497_
Page 2 of 3 � Revised 10/28/2011
VOLUNTEER FLORIDA
Americorps Program '"
Attachment III-Budget Narrative
Funding Period: 2011-2012
Lead Entity: Clearwater Police Department �
Project Name: AmeriCorps Clearwater
Cash Grantee In- Total Cost
Categories and Line Items CNCS Share Share kind Share of Program Budget Narrative
REVENUE SUMMARY
_ - - _ - - -- -
- - --- - --
(List Revenue Sources)
- - -- _ _ _
- - ---- ---- - --- -
- --
1. CNCS $175,459.00 __ _ $0.00 $0.00 $175,459.00
2 - - - _ _--
-- - --
$0.00 _ $0.00 $0.00 $0.00 - - -
- - --- - _ -- -_--- - -- -- - -
3 $0.00 $0.00 $0.00 $0.00
_--- __ _ __ - - - -- _ --
----- --- -- - -
4 $0.00 __ $0.00____ $0.00 $0.00
- -
___ _ _ _
-- -- _ - - -
5 - _ ---
__ ___ _______ __ __ $0_00 $0.00 $0.00 $0.00
_ _ - - --- - - - - - -- _ _ _ _-
� $0.00__ $0.00 $0.00 $0.00
- -- - - - - - _ _
8 $0.00 $0.00 $0.00 $0.00
___ _ ---- - -- ---- _ - -----
9 $0.00 $0.00 $0.00 $0.00
_ _
10 -- -
_ _ _______ $0.00 $0.00 $0.00 0.00
__ _ _
Total Anticipated Revenue(Must equal Grand
Totals above) $175,459.00 $0.00 $0.00 $175,459.00
Spreadsheet Instructions
_ --- --
-- --- - -
1. Co�lete the funding period,agency information,project name and contract number at the top of the form.
2. Enter line items in categories where appropriate
_ Enter line items that relate to your program in categories such as Salaries and Wages,Travel,Supplies
Other Program Operating Costs.There are additional rows that are hidden
ifyou need more than what is shown. Please unhide the rows rather than create them so that the formulas will
- - -- __
remain accurate.
3. Enter budget amounts in the CNCS Grant,Cash Contrib.,In-kind Contrib.and Other funding columns.
- - -
Only enter amounts in black cells. Red cells denote formulas. Please do not make any entries in red cells.
_ _ -- - __
4. Enter a narrative for each line item in the cell located on the same row of that line item.
_ _ - --
Use only one narrative cell per line item. Type as much information in that cell to completely describe the budget for that line item
-- -
For celis that have lengthy narratives,you will have to widen the"row"so that it reveals all of the text of that cell.
----
-
(See attached"Instructions"for guidance in completing the budget and narrative)
-
5. Complete the Revenue Summary
-- --
List all of the revenue sources(including CNCS and their related grant amounts to support the"grand totals"of the Budget Summary.
- --- - -- - _ -
You will classify each amount as either Cash Contrib.,In-kind Contrib.or Other Funding.
_- -- - -
Once all of the revenue sources and their related amounts have been entered,the Revenue Summary and Budget Summary totals should match.
Page 3 of 3 Revised 10/28/2011
, .
2011 AMERICORPS GRANT PROVISIONS
Effective June 1,20l l
These Corporation for National & Community Service (Corporation)AmeriCorps Grant
Provisions are binding on the grantee. By accepting funds under this grant,the grantee agrees
to comply with, and include in all subgrants, the AmeriCorps Provisions, all applicable federal
statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate
the funded program in accordance with the approved grant application and budget, supporting
documents, and other representations made in support of the approved grant application. For the
purposes of these Provisions, "AmeriCorps"refers to AmeriCorps State and National grantees
only. The term grantee is used to connote either grantee or subgrantee, as appropriate, throughout
these Provisions.
TABLE OF CONT�NTS
I. Changes to the 2011 AmeriCorps Grant Provisions.........................................................2
II. Legislative and Regulatory Authority...............................................................................2
III. Other Applicable Statutory and Administrative Provisions..............................................2
A. States, Indian Tribes, U.S. Territories, and Local Governments.............................3
B. Nonprofit Organizations ..........................................................................................3
C. Educational Institutions ...........................................................................................3
D. Other Applicable Statutes and Regulations .............................................................4
E. Exemptions for Fixed Amount Grants.....................................................................4
F. Order of Precedence.................................................................................................4
IV. AmeriCorps Special Provisions........................................................................................4
A. Definitions................................................................................................................4
B. Affiliation with the AmeriCorps National Service Network...................................5
C. Member Recruitment, Selection, and Exit...............................................................6
D. Supervision and Support..........................................................................................7
E. Changes in Member Terms of Service or Program Slots .....................................10
F. Release from Participation.....................................................................................11
G. Living Allowances, Other In-Service Benefits, and Taxes....................................1 l
H. Member Records and Confidentiality....................................................................14
I. Budget and Programmatic Changes.......................................................................15
J. Reporting Requirements ........................................................................................16
K. Grant Period and Incremental Funding..................................................................17
V. General Provisions..........................................................................................................18
A. Responsibilities under Grant Administration.........................................................18
B. Financial Management Standards..........................................................................18
C. The Office of Inspector General............................................................................19
D. Program Income.....................................................................................................20
E. Safety.....................................................................................................................20
F. Non-Discrimination Public Notice and Records Compliance...............................20
G. Grants Products......................................................................................................22
H. Suspension or Termination of Grant......................................................................22
I. Fixed Amount Awards...........................................................................................22
J. Trafficking in Persons............................................................................................23
K. Central Contractor Registration and Universal Identifier Requirements..............24
L. Transparency Act Award Term (for grants & cooperative agreements of$25,000
ormore)........................................................................................................................25
Vl. Attachment
Grant Program Civil Rights and Non-Harassment Policy...........................................29
L CHANGES TO THE 20ll AMERICORPS GRANT PROVISIONS
1. Section IV. B. 1 and 2.—Added additional information related to Identification of an
AmeriCorps Program or Member and additional information related to The AmeriCorps
Name and Logo.
2. Section IV. D. 1.—Added the grantee's responsibility for ensuring position descriptions
do not include prohibited activities.
3. Section IV. D. 2.—Added the Regulation's citation for prohibited activities.
4. Section IV. D. 3.—Added the list of prohibited activities.
5. Section IV. D. 4.—Added a requirement for grantees to train members on prohibited
activities and a reminder on the limitation of time spent in training.
6. Section IV. E. 4. —Added the state commissions' ability to transfer slots among their
competitive subgrantees.
7. Section IV. F. —Added language about compliance with regulations on compelling
personal circumstances.
8. Section IV. J. 3. -Added the reporting of federal funds other than Corporation funds used
to carry out the program.
9. Section IV. K. —Enhanced the language for continuation funding.
10. Section V. A. 2. —Added a section on subawards and grantees having a monitoring plan.
11. Section V. B. 4. - Increased the maximum daily consultant/contractual daily rate from
$617 to $750.
12. Section V. F. —Updated the TTY/Reasonable Accommodation phone number
13. Section V. K. -Added the Central Contractor Registration and Universal Identifier
Requirements.
14. Section V. L. -Added the Transparency Act Award Term for grants and cooperative
agreements of$25,000 or more.
IL LEGISLATIVE AND REGULATORY AUTHORITY
This grant is authorized by and subject to the National and Community Service Act of 1990, as
amended by the Serve America Act, (42 U.S.C. 12501 et seq., at §4993)and the implementing
regulations at 45 CFR 2510 et seq. Grantees must comply with the requirements of the Act and
its implementing regulations.
IIL OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS
The following applicable federal cost principles, administrative requirements and audit
requirements are incorporated by reference:
2
. ..
A. STATES, INDIAN TRIBES, U.S. TERRITORIES,AND LOCAL GOVERNMENTS
The following circulars and their implementing regulations apply to states, Indian tribes, U.S.
territories, and local governments:
1. OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments—45 CFR Part 2541.
2. OMB Circular A-87, Cost Principles for State and Local Governments—2 CFR Part 225.
3. OMB Circular A-133,Audits of States, Local Governments and Nonprofit Organizations.
Fixed Amount grants are exempt from OMB Circular A-87, Cost Principles for State and Local
Governments—2 CFR Part 225.
B. NONPROFIT ORGANIZATIONS �
The following circulars and their implementing regulations apply to nonprofit organizations:
1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations—45
CFR Part 2543 or 2 CFR Part 215.
2. OMB Circular A-122, Cost Principles for Nonprofit Organizations—2 CFR Part 230.
3. OMB Circular A-133,Audits of States, Local Governments and Non-Profit
Organizations.
Fixed Amount grants are exempt from OMB Circular A-122, Cost Principles for Nonprofit
Organizations - 2 CFR Part 230.
C. EDUCATIONAL INSTITUTIONS
The following circulars and their implementing regulations apply to educational institutions:
1. OMB Circular A-ll 0, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonpro6t Organizations—45
CFR Part 2543 or 2 CFR Part 215.
2. OMB Circular A-21, Cost Principles for Educational Institutions—2 CFR Part 220.
3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.
Fixed Amount grants are exempt from OMB Circular A-21, Cost Principles for Educational
Institutions—2 CFR Part 220.
These documents can be found here:
�://www.access.gpo.�ov/nara/cfr/waisidx 07/2cfrvl 07.htm1#215 and here:
http://ecfr.gpoaccess.go�gi/t/text/text-
idx?sid=1289932cf6539210eb14f3d8d3052a8b&c=ecfr&tp1=/ecfrbrowse/Tit1e02/2cfrv1 02 tpl#200
3
.
D. OTHER APPLICABLE STATUTES AND REGULATIONS
The grantee must comply with all other applicable statutes, executive orders, regulations, and
policies governing the grant, including, but not limited to,those cited in these Grant Provisions,
the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543.
E. EXEMPTIONS FOR FIXED AMOUNT GRANTS
Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.)
Fixed Amount grants must comply with OMB Circular A-133 and the Uniform Administrative
Requirements. Fixed Amount grants include Education Award programs, Professional Corps,
and Full-Cost Fixed Amount grants.
F. ORDER OF PRECEDENCE
Any inconsistency in the Grant Award shall be resolved by giving precedence in the following
order(a) Applicable Federal Statutes, (b) Corporarion and other Federal regulations, (c) Special
Provisions, (d) General Provisions, (e)Notice of Funding Opportunity, and (�the approved
Grant Application including all assurances, certifications, attachments, and pre-award
negotiations.
IV. AMERICORPS SPECIAL PROVISIONS
A. DEFINITIONS
For purposes of this grant the following definitions apply:
1. Grantee, for the purposes of this agreement, means the direct recipient of this grant(45
CFR Part 2542.510). The grantee is legally accountable to the Corporation for the use of
grant funds and is bound by the provisions of the grant. The grantee is responsible for
ensuring that subgrantees or other organizations carrying out activities under this award
comply with all applicable Federal requirements, including these provisions, regulations
and OMB circulars incorporated by reference.
2. Subgrantee refers to an organization receiving AmeriCorps grant funds or member
positions from a grantee of the Corporation. See 45 CFR Part 2541.370.
3. Operating site means the organization that manages the AmeriCorps program and places
members into service locations. State subgrantees (programs) are operating sites.
National grantees must identify at least one operating site to which they can assign
service locations in the state where they are placing members.
4. Service Location means the organization where or with which a member actually
provides his or her service in the community. Typical service locations are schools, food
banks, health clinics, community parks, etc. The service location may be the same as the
4
operating site, but only if the member actually serves at or with the operating site
organization. A member may serve at multiple service locations, all of which must be
listed in the portal, although the program must select only one for the member's primary
assignment. �
5. Member or participant means an individual:
a. Who has been selected by a grantee or subgrantee to serve in an approved national
service position;
b. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United
States;
c. Who is at least 17 years of age at the commencement of service unless the member is
out of school and enrolled
i. in a full-time, year-round youth corps or full-time summer program as defined in
the Act (42 U.S.C. 12572 (a) (2)), in which case he or she must be between the
ages of 16 and 25, inclusive, or
ii. in a program for economically disadvantaged youth as defined in the Act(42
U.S.C. 12572 (a)(9)), in which case he or she must be between the ages of 16 and
24, inclusive; and
d. Who has a high school diploma or an equivalency certificate (or agrees to obtain a
high school diploma or its equivalent before using an education award)and who has
not dropped out of elementary or secondary school in order to begin a term of service
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 grantee to be incapable of obtaining a
high school diploma or its equivalent.
B. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK
1. Identification as an AmeriCorps Program or Member. The grantee must identify the
program as an AmeriCorps program and eligible members as AmeriCorps members. All
partnership agreements/MOUs related to the AmeriCorps program must explicitly state
that the program is an AmeriCorps program and AmeriCorps members are the resource
being provided.
2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of the
Corporation for National and Community Service. The Corporation provides a camera-
ready logo. All grantees and subgrantees on their organization's website must clearly
state that they are an AmeriCorps grantee and display the AmeriCorps logo with
prominence. Grantees and subgrantees except for Education Award Programs (EAPs)
must use the AmeriCorps name and logo on service gear and public materials such as
stationery, application forms, recruitment brochures, on-line position posting or other
recruitment strategies, orientation materials, member curriculum, signs, banners,press
releases and publications related to their AmeriCorps program in accordance with
5
Corporation requirements. EAPs are strongly encouraged to use the AmeriCorps name
and logo on such materials.
To establish the relationship between the program and AmeriCorps, the grantee should
use the phrase "The AmeriCorps National Service Network" or"an AmeriCorps program
or"a proud member of the AmeriCorps national service network." Grantees are strongly
encouraged to provide information or training to their AmeriCorps members about how
their program is part of the national AmeriCorps program and the other programs of the
Corporation for National and Community Service. Grantees are strongly encouraged to
place signs that include the AmeriCorps name and logo at their service sites and may use
the slogan "AmeriCorps Serving Here." AmeriCorps members should state they are
AmeriCorps members during public speaking opportunities.
The grantee may not alter the AmeriCorps logo, and must obtain the written permission
of the Corporation before using the AmeriCorps name or logo on materials that will be
sold, or permitting donors to use the AmeriCorps name or logo in promotional materials.
The grantee may not use or display the AmeriCorps name or logo in connection with any
activity prohibited in these grant provisions.
C. MEMBER RECRUITMENT, SELECTION,AND EXIT
Member recruitment and selection requirements are in the Corporation's regulations at 45 CFR
Part 2522.210. In addition, the grantee must ensure that the following procedures are followed:
1. Notice to the Corporation's National Service Trust. The grantee must notify the
Corporation's National Service Trust within 30 days of a member's selection for,
completion of, suspension from, or release from, a term of service. Suspension of service
is defined as an extended period during which the member is not serving, nor
accumulating service hours or receiving AmeriCorps benefits.
The grantee also must notify the Trust, via the My AmeriCorps Portal,when a change in
a member's term of service is approved and changed (i.e. from full-time to less than full-
time or vice versa). Failure to report such changes within 30 days may result in sanctions
to the grantee, up to and including, suspension or termination. Grantees or subgrantees
meet notification requirements when they use the appropriate electronic system to inform
the Corporation within the approved time frames. Any questions regarding the Trust
should be directed to the Trust Office (800) 942-2677.
Penalties for false information: Any individual who makes a materially false statement
or representation in connection with the approval ar disbursement of an education award
or other payment from the National Service Trust may be liable for the recovery of funds
and subject to civil and criminal sanctions.
2. Parental Consent. Parental or legal guardian consent must be obtained for members
under 18 years of age before beginning a term of service. Grantees may also include an
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informed consent form of their own design as part of the member service agreement
materials.
3. Reasonable Accommodation. Programs and activities must be accessible to persons
with disabilities, and the grantee must provide reasonable accommodation to the known
mental or physical disabilities of otherwise qualified members, service recipients,
applicants, and staf£ All selections and project assignments must be made without regard
to the need to provide reasonable accommodation. See the Policy FAQ entitled
Reasonable Accommodation for more information.
4. Assigning Members to Service Locations. So that CNCS can track where all members
are serving, the grantee is required to ensure that operating sites and all service locations
are entered in the My AmeriCorps portal for all members within 30 days of inembers'
selection for a term of service. As AmeriCorps State and National programs enroll
members for service they are required to include the name of the organization, and the
full address or zip-plus-four of the service locations where the member will be serving. If
a member is serving at multiple service locations, the program must select the one where
the member serves a majority of his or her hours for the member's assignment, however,
all service locations must be listed in the portal.
5. Timekeeping. The grantee is required to ensure that time and attendance recordkeeping
is conducted by the individual who supervises the AmeriCorps member. This time and
attendance record is used to document member eligibility for in-service and post-service
benefits. Time and attendance records must be signed and dated both by the member and
by an individual with oversight responsibilities for the member.
If a professional corps program wants to follow the timekeeping practices of its
profession and certify members have completed the minimum required hours excluding
sick and vacation days, it must get advance approval from the Corporation.
6. Completion of Terms of Service. The grantee must ensure that each member has
sufficient opportunity to complete the reyuired number of hours of service to qualify for
their education award. Members must be exited within 30 days of the end of their term of
service. Should a program not be renewed, a member who was scheduled to continue in a
term of service may either be placed in another program where feasible, or a member
may receive a pro-rated education award if the member has completed at least 15%of the
service hour requirement. �
7. Member Exit. In order for a member to receive a post-service education award from the
National Service Trust, the grantee must certify to the National Service Trust that the
member satisfactorily and successfully completed the term of service, and is eligible to
receive the education benefit. The grantee (and any individual or entity acting on behalf
of the grantee) is responsible for the accuracy of the information certified on the end-of-
term certification.
D. SUPERVISION AND SUPPORT
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1. Planning for the Term of Service. The grantee must develop member positions that
provide for meaningful service activities and performance criteria that are appropriate to
the skill level of inembers. The grantee is responsible far ensuring that the positions do
not include or put the AmeriCorps member in a situation in which the member is at risk
for engaging in any prohibited activity (see 45 CFR § 2520.65), activity that would
violate the non-duplication and non-displacement requirements (see 45 CFR § 2540.100),
or prohibited fundraising activity (see 45 CFR §§ 2520.40-45). The grantee must
accurately and completely describe the activities to be performed by each member in a
position description, to be provided to the Corporation on request. The grantee must
ensure that each member has sufficient opportunity to complete the required number of
hours to qualify for a post-service education award. In planning for the member's term of
service, the grantee must account for holidays and other time off, and must provide each
member with sufficient opportunity to make up missed hours.
2. Member Service Agreements. The grantee must require that each member signs a
service agreement that, at a minimum, includes the following:
a. Member position description;
b. The minimum number of service hours (as required by statute) and other
requirements (as developed by the grantee) necessary to successfully complete the
term of service and to be eligible for the education award;
c. The amount of the education award being offered for successful completion of the
terms of service in which the individual is enrolling;
d. Standards of conduct, as developed by the grantee or subgrantee;
e. List of prohibited activities, including those specified in the regulations at 45 CFR
2520.65 (see paragraph 3, below);
f. Requirements under the Drug-Free Workplace Act(41 U.S.C. 70l et seq.);
g. Suspension and termination rules;
h. The specific circumstances under which a member may be released for cause;
i. Grievance procedures; and
j. Other requirements as established by the grantee.
The grantee should ensure that the service agreement is signed before commencement of
service so that members are fully aware of their rights and responsibilities.
3. Prohibited Activities. While charging time to the AmeriCorps program, accumulating
service or training hours, or otherwise performing activities supported by the AmeriCorps
program or the Corporation, staff and members may not engage in the following activities
(see 45 CFR § 2520.65):
a. Attempting to influence legislation;
b. Organizing or engaging in protests,petitions, boycotts, or strikes;
c. Assisting, promoting, or deterring union organizing;
d. lmpairing existing contracts for services or collective bargaining agreements;
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e. Engaging in partisan political activities, or other activities designed to influence the
outcome of an election to any public office;
f. Participating in, or endorsing, events or activities that are likely to include advocacy
for or against political parties,political platforms, political candidates,proposed
legislation, or elected officials;
g. Engaging in religious instruction, conducting worship services, providing instruction
as part of a program that includes mandatory religious instruction or worship,
constructing or operating facilities devoted to religious instruction or worship,
maintaining facilities primarily or inherently devoted to religious instruction or
worship, or engaging in any form of religious proselytization;
h. Providing a direct benefit to—
i. A business organized for profit;
ii. A labor union;
iii.A partisan political organization;
iv.A nonprofit organization that fails to comply with the restrictions contained in
section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this
section shall be construed to prevent participants from engaging in advocacy
activities undertaken at their own initiative; and
v. An organization engaged in the religious activities described in paragraph(g) of
this section, unless Corporation assistance is not used to support those religious
activities;
i. Conducting a voter registration drive or using Corporation funds to conduct a voter
registration drive;
j. Providing abortion services or referrals for receipt of such services; and
k. Such other activities as the Corporation may prohibit.
AmeriCorps members may not engage in the above activities directly or indirectly by
recruiting,training, or managing others for the primary purpose of engaging in one of the
activities listed above. Individuals may exercise their rights as private citizens and may
participate in the activities listed above on their initiative, on non-AmeriCorps time, and
using non-Corporation funds. Individuals should not wear the AmeriCorps logo while
doing so.
4. Supervision. The grantee must provide members with adequate supervision by qualified
supervisors in accordance with the approved application. The grantee must conduct an
orientation for members, including training on what activities are prohibited during
AmeriCorps service hours, and comply with any pre-service orientation or training
required by the Corporation. The grantee must ensure that it does not exceed the
limitation on time spent in training and education set forth in 45 CFR § 2520.50.
5. Performance Reviews. The grantee must conduct and keep a record of at least a midterm
and end-of-term written evaluation of each member's performance for Full and Half-
Time members and an end-of-term written evaluation for less than Half-time members.
The end-of-term evaluation should focus on such factors as:
a. Whether the member has completed the required number of hours;
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b. Whether the member has satisfactorily completed assignments; and
c. Whether the member has met other performance criteria that were clearly
communicated at the beginning of the term of service.
6. Member Death or Injury. The grantee must report any member deaths or serious
injuries to the designated Corporation Program Officer immediately.
E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS
1. Changes that Require CNCS Approval. Circumstances may arise within a program that
necessitate changing the type of unfilled AmeriCorps member positions awarded to a
grantee or subgrantee, or changing the term of service of a currently enrolled member.
Note that once a member is exited with a partial education award, the remaining portion
of that education award is not available for use. The following changes require written
approval from the Corporation's Office of Grants Management as well as written
approval and concurrence from the State Commission or Parent Organization:
a. A change in the number of inember service year positions in the grant; and/or
b. A change in the funding level of the grant.
2. Changing Slot Types (unfilled positions). Except for Full-cost and Professional Corps
Fixed Amount grants, grantees or subgrantees may change the type of slots awarded to
their program if:
a. The change does not increase the total MSYs authorized in the Notice of Grant
Award (e.g. one half-time position cannot be changed to one full-time position),
b. The change does not increase the amount of the education award.
All changes are subject to availability of funds in the Trust, will be Trust neutral, and will
comply with all assumptions on which Trust prudence and continued solvency are
predicted. Changes in slot type may be made by the grantee directly in the My
AmeriCorps Portal.
3. Changing a Term of Service (currently enrolled positions). Changes in terms of
service may not result in an increased number of MSYs for the program. With the
exception of Education Award only grants, grantees with Fixed Amount grants may not
convert members to less-than-full-time slots.
a. Full-time. State Commissions and Parent Organizations may authorize or approve
occasional changes of currently enrolled full-time members to less than full-time
members. Impact on program quality should be factored into approval of requests.
The Corporation will not cover health care or childcare costs for less than full-time
members. It is not allowable to transfer currently enrolled full-time members to a less
than full-time status simply to provide a less than full-time education award.
b. Less than Full-time. The Corporation discourages changing less than full-time
members to full-time because it is very difficult to manage, unless done very early in
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4 i
the member's term of service. State Commissions and Parent Organizations may
authorize or approve such changes so long as their current budget can accommodate
such changes. Programs must keep in mind that a member's minimum 1700 hours
must be completed within 12 months of the member's original start date.
c. Refilling Slots. Eligible AmeriCorps State and National programs that have fully
enrolled their awarded member slots are allowed to replace any member who
terminates service before completing 30 percent of his/her term provided that the
member who is terminated is not eligible for and does not receive a pro-rated
education award. Programs may not refill the same slot more than once.
As a fail-safe mechanism to ensure that resources are available in the National
Service Trust to finance any member's education award,the Corporation will suspend
refilling if either:
i. Total AmeriCorps enrollment reaches 97 percent of awarded slots; or
ii. The number of refills reaches five percent of awarded slots.
Grantees whose awards have special grant conditions under 45 CFR 2543.14 or
2541.120 are not eligible to refill positions. In order to be qualified to refill, grantees
will be evaluated on the basis of the outcomes of lnspector General audits, site visits,
and oversight by CNCS program and grants officers.
4. Formula and State Competitive Grant Slot Transfers. State commissions are allowed
to transfer slots among their state formula and competitive subgrantees in order to
maximize enrollment and cost effectiveness without prior approval. State commissions
may not transfer slots between competitive and formula grantees, or vice-versa. State
commissions may not transfer funds among their competitive subgrantees. Slots eligible
for refill are not allowed to be transferred.
5. Notice to Childcare and Healthcare Providers. The grantee must immediately notify
the Corporation's designated agents, in writing, when a member's status changes that
affect eligibility for childcare or healthcare. See Section 1V.G. 6.
F. RELEASE FROM PARTICIPATION
Grantees may release members from participation for two reasons: (a) for compellin�personal
circumstances; and (b) for cause. See 45 CFR §2522.230 for requirements. Whether the reason
for the release amounts to circumstances beyond the member's control is determined by the
grantee, consistent with the criteria listed in 45 CFR § 2522.230(a). Failure to follow the
requirements set forth in regulation (e.g., releasing an individual for compelling personal
circumstances when the individual is leaving to go to school) is considered non-compliance with
grant requirements and may result in disallowed costs and other remedies for non-compliance.
In addition to the regulations, the following applies:
No Automatic Disqualification if Released for Cause: A release for cause covers all
circumstances in which a member does not successfully complete his/her term of service for
reasons other than compelling personal circumstances. Therefore, it is possible for a member to
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receive a satisfactory performance review and be released for cause. For example, a member who
is released for cause for a first term for personal reasons�.g. he/she has decided to take a job
offer–but who, otherwise, was performing well up until the time he/she decided to leave, would
not be disqualified for a subsequent term as long as he/she received a satisfactory performance
evaluation for the period he/she served.
G. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS,AND TAXES
1. Living Allowance Distribution. A living allowance is not a wage. Grantees must not
pay a living allowance on an hourly basis. Grantees should pay the living allowance in
regular increments, such as weekly or bi-weekly, paying an increased increment only on
the basis of increased living expenses such as food, housing, or transportation. Payments
should not fluctuate based on the number of hours served in a particular time period, and
must cease when a member concludes a term of service.
If a member serves all required hours and is permitted to conclude his or her term of
service before the originally agreed upon end of term, the grantee may not provide a lump
sum payment to the member. Similarly, if a member is selected after the program's start
date, the grantee must provide regular living allowance payments from the member's
start date and may not increase the member's living allowance incremental payment or
provide a lump sum to make up any missed payments.
AmeriCorps EAPs may provide a living allowance or other in-service benefits to their
members, but are not required to do so. Full-cost and other Fixed Amount grantees must
provide the living allowance.
2. Waiving the Living Allowance. If a living allowance is paid, 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 or decreased because of the living allowance. 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 receive will be deemed available. A member who has waived the living
allowance may revoke the waiver at any time and may begin receiving the living
allowance prospective to the revocation date; the member may not receive any portion of
the living allowance accrued during the waiver period.
3. Taxes and Insurance. Requirements related to member living allowances and benefits
are in 45 CFR§§2522.240 and 2522.250. In addition, grantees must ensure that the
following procedures are followed:
a. Liability Insurance Coverage. The grantee is responsible for ensuring adequate
general liability coverage for the organization, employees and members, including
coverage of inembers engaged in on- and off-site project activities.
b. FICA(Social Security and Medicare taxes). Unless the grantee obtains a ruling
from the Social Security Administration or the Internal Revenue Service that
specifically exempts its AmeriCorps members from FICA requirements, the grantee
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must pay FICA for any member receiving a living allowance. The grantee also must
withhold 7.65%from the member's living allowance.
c. Income Taxes. The grantee must withhold Federal personal income taxes from
member living allowances, requiring each member to complete a W-4 form at the
beginning of the term of service and providing a W-2 form at the close of the tax
year. The grantee must comply with any applicable state or local tax requirements.
d. Worker's Compensation. Some states require worker's compensation for
AmeriCorps members. Grantees must check with State Departments of Labor or state
commissions to determine worker's compensation requirements. If worker's
compensation is not required, grantees must obtain Occupational, Accidental, and
Death and Dismemberment coverage for members to cover in-service injury or
incidents.
4. Healthcare Coverage. Except for EAPs, Professional Corps, or members covered under
a collective bargaining agreement,the grantee must provide, or make available,
healthcare insurance to those members serving a 1700-hour full-time term who are not
otherwise covered by a healthcare policy at the time each begins his/her term of service.
The grantee must also provide, or make available, healthcare insurance to members
serving a 1700-hour full-time term who lose coverage during their term of service as a
result of service or through no deliberate act of their own. The Corporation will not cover
healthcare costs for dependent coverage.
Less-than-full-time members who are serving in a full-time capacity for a sustained
period of time (e.g. a full-time summer project) are eligible for health care benefits.
Programs may provide health insurance to less-than-full-time members serving in a full-
time capacity, but they are not required to do so. For purposes of this provision, a
member is serving in a full-time capacity when his/her regular term of service will
involve performing service on a normal full-time schedule for a period of six weeks or
more. A member may be serving in a full-time capacity without regard to whether his/her
agreed term of service will result in a full-time Segal AmeriCorps Education Award.
Minimum Benefts. When required to provide healthcare insurance coverage, the grantee
may obtain healthcare from any provider as long as the coverage provided by the grantee
provides the following minimum benefits:
a. Physician services for illness or injury
b. Hospital room and board
c. Emergency room
d. X-ray and laboratory
e. Prescription drugs
f. Limited mental/nervous disorders
g. Limited substance abuse coverage
h. An annual deductible of no more than $250 charges per member
i. No more than $1,000 total annual out-of-pocket per member
j. A 20% co-pay ar a comparable fixed fee with the exception of a 50%co-pay for
mental and substance abuse care
13
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k. A maximum benefit of at least$50,000 per occurrence or cause
5. Administration of Childcare Payments. In general, the Corporation will provide for
childcare payments, which will be administered through First Financial Associates.
Requirements and eligibility criteria are in the AmeriCorps regulation 45 CFR
§2522.250. Grantees that choose to provide childcare as a match source (as approved in
their budget)may use First Financial for technical assistance. Grantees can contact First
Financial at(800) 453-8151 with questions regarding childcare. The criteria for member
eligibility are contained in 45 CFR Part 2522.250. Members are considered to be full-
time participants for purposes of eligibility for childcare payments on the same basis as
eligibility for healthcare coverage. Members who are excluded from healthcare coverage
solely on the basis of serving in a Professional Corps, or because they are covered under
a collective bargaining agreement are not excluded from receiving childcare benefits on
that basis. Members serving in EAPs are not eligible for the childcare benefit. The
Corporation will not cover childcare costs for family members or for members who have
not served on a full-time, or who have ceased serving on a full-time basis. Programs may
provide child care to less-than-full-time members serving in a full-time capacity, but they
are not required to do so. Also see the Policy FAQs for more detailed information on
administering childcare and healthcare.
6. Notice to Childcare and Healthcare Providers. The grantee must notify the
Corporatiods designated agents in writing, immediately, when a member's status
changes that affect eligibility for childcare or healthcare. Examples of changes in status
include: changes to a member's scheduled service so that he/she is no longer serving on a
full-time basis; terminating or releasing a member from service; and suspending a
member for cause for a lengthy or indefinite time period. Program directors should
contact First Financial Associates at(800) 453-8151 on childcare related changes, and
their health insurance provider about health insurance related changes.
H. MEMBER RECORDS AND CONFIDENTIALITY
1. Recordkeeping. The grantee must ensure that records, including the position description,
are maintained sufficient to establish that each member was eligible to participate and
that the member successfully completed all requirements. A program may store member
files electronically if the program can ensure that the validity and integrity of the record
is not compromised. The Corporation will recognize electronically stored files where:
The electronic storage procedures and system provide for the safe-keeping and security of
the records, including:
a. Sufficient prevention of unauthorized alterations or erasures of records;
b. Effective security measures to ensure that only authorized persons have access to
records;
c. Adequate measures designed to prevent physical damage to records; and
d. A system providing for back-up and recovery of records; and
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The electronic storage procedures and system provide for the easy retrieval of records in
a timely fashion, including:
a. Storage of the records in a physically accessible location;
b. Clear and accurate labeling of all records; and
c. Storage of the records in a usable, readable format.
Where there is a requirement for a signature on a record, electronically stored records
must include an image of the original signature; records without signatures, when
required, are considered incomplete.
2. Veritication. The grantee must obtain and maintain documentation as required by 45
CFR§2522.200(c). The Corporation does not require programs to make and retain copies
of the actual documents used to confirm age or citizenship eligibility requirements, such
as a driver's license, or birth certificate, as long as the grantee has a consistent practice of
identifying the documents that were reviewed and maintaining a record of the review.
Enrolling in the My AmeriCorps portal requires a member to certify his/her high school
status. Such certification fulfills the grantee's verification requirement to obtain and
maintain documentation from the member relating to the member's high school
education. If the member has been determined to be incapable of obtaining a high school
diploma or its equivalent, the grantee must retain a copy of the supporting independent
evaluation.
3. Confidential Member Information. The grantee must maintain the confidentiality of
information regarding individual members. The grantee must obtain the prior written
consent of all members before using their names,photographs and other identifying
information for publicity, promotional or other purposes. Grantees may release aggregate
and other non-identifying information, and are required to release member information to
the Corporation and its designated contractors. The grantee must permit a member who
submits a written request for access to review records that pertain to the member and
were created pursuant to this grant.
I. BUDGET AND PROGRAMMATIC CHANGES
1. Programmatic Changes. The grantee must first obtain the prior written approval of the
AmeriCorps Program Office before making the following changes:
a. Changes in the scope, objectives or goals of the program, whether or not they involve
budgetary changes;
b. Substantial changes in the level of participant supervision;
c. Entering into additional subgrants or contracts for AmeriCorps activities funded by
the grant, but not identified or included in the approved application and grant budget.
2. Program Changes for Formula Programs. State Commissions are responsible for
approving the above changes for state formula programs.
15
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3. Budgetary Changes. The grantee must obtain the prior written approval of the
Corporation's Office of Grants Management before deviating from the approved budget
in any of the following ways:
a. Specific Costs Requiring Prior Approval before Incurrence under OMB Circulars A-
21 (2 CFR Part 220), A-87 (2 CFR Part 225), or A-122 (2 CFR Part 230). 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 pre-award costs.
b. Purchases of Equipment over$5,000 using grant funds, unless specified in the
approved application and budget.
c. Unless the Corporation share of the award is $100,000 or less, changes to cumulative
and/or aggregate budget line items that amount to 10 per cent or more of the total
budget must be approved in writing in advance by the Corporation. The total budget
includes both the Corporation and grantee shares. Grantees may transfer funds among
approved direct cost categories when the cumulative amount of such transfers does
not exceed 10 percent of the total budget.
6. 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, and
grantees should not assume approvals have been granted unless documentation from the
Grants Office has been received. Programmatic changes also require final approval of the
Corporation's Office of Grants Management after written recommendation for approval
is received from the Program Office.
7. Exceptions for Fixed Amount Grants. Grantees with Fixed Amount grants are not
subject to the requirements in Section 3, Budgetary Changes.
J. REPORTING REQUIREMENTS
Reporting requirements in these Provisions apply only to the grantee. The grantee is
responsible for timely submission of periodic financial and progress reports during the
project period and a final financial report.
1. Grantee Progress Reports. The grantee shall complete and submit progress reports in
eGrants to report on progress toward achievement of its approved performance targets.
Due Date Renorting Period Covered
First Monday in May Start of grant through March 31
(Performance Measures Pilot participants only)
First Monday in December Start of grant through September 30
(All grantees)
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A grantee must set its own submission deadlines for its respective subgrantees sufficient
to enable the grantee to report on-time.
2. Financial Reports. The grantee shall complete and submit financial reports in eGrants
(Financial Status Reports on menu tree)to report the status of all funds. The grantee must
submit timely cumulative financial reports in accordance with Corporation guidelines
according to the following schedule:
Due Date Reporting Period Covered
April 30 Start of grant through March 31
October 31 April 1 — September 30
A grantee must set its own submission deadlines for its respective subgrantees sufficient
to enable the grantee to report on-time. Cost reimbursement National Professional Corps
grantees submit one financial report per year.
All grantees including Fixed Amount grants must submit the Federal Financial Report
(FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and
Human Services Payment Management System per the Electronic Funds Transfer
Agreement.
3. Reporting Other Federal Funds. The grantee shall report the amount and sources of
federal funds, other than those provided by the Corporation, used to carry out its
programs. This includes other federal funds expended by subgrantees and operating sites.
This information shall be reported annually on the financial report due October 31 St
Fixed Amount grantees are not required to report this information.
4. Requests for Extensions. Each grantee must submit required reports by the given dates.
Extensions of reporting deadlines will be granted only when 1)the report cannot be
furnished in a timely manner for reasons legitimately beyond the control of the grantee,
and 2)the Corporation receives a request explaining the need for an extension before the
due date of the report.
Extensions of deadlines for financial reports may only be granted by the Office of Grants
Management, and extensions of deadlines for Progress Reports may only be granted by
the AmeriCorps Program Office.
5. Final Financial Reports. A grantee must submit, in lieu of the last semi-annual financial
report, a final financial report that is due within 90 days after the end of the grant.
6. Financial Reports for Fixed Amount Grants. Fixed Amount grantees are not required
to submit the financial reports to the Corporation, including the final financial report.
K. GRANT PERIOD AND INCREMENTAL FUNDING
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For the purpose of the grant, a project period is the complete length of time the grantee is
proposed to be funded to complete approved activities under the grant. A project period may
contain one ar more budget periods. A budget period is a specific interval of time for which
Federal funds are being provided to fund a grantee's approved activities and budget.
Unless otherwise specified, the grant covers a three-year project period. In approving a multi-
year project period, the Corporation generally makes an initial award for the first year of
operation. Additional funding is contingent upon satisfactory performance, a grantee's
demonstrated capacity to manage a grant and comply with grant requirements, and availability of
Congressional appropriations. The Corporation reserves the right to adjust the amount of a grant
award, or elect not to continue funding, on these bases.The project period and the budget period
are noted on the award document.
V. GENERAL PROVISIONS
A. RESPONSIBILITIES UNDER GRANT ADMINISTRATION
l. Accountability of the Grantee. The grantee has full fiscal and programmatic
responsibility for managing all aspects of the 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. The
grantee must expend grant funds in a judicious and reasonable manner, and it must record
accurately the service activities and outcomes achieved under the grant. 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 Corporation.
2. Subawards. A grantee may make subgrants in accordance with the requirements set forth
in 45 CFR Parts 2541 and 2543. The grantee must have and implement a plan for
oversight and monitoring to ensure that each subgrantee and service site has agreed to
comply and is complying with relevant grant requirements, including prohibited
AmeriCorps member activities.
3. Notice to Corporation. The grantee will notify the appropriate Corporation 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.
B. FINANCIAL MANAGEMENT STANDARDS
1. GeneraL The grantee must maintain financial management systems that include standard
accounting practices, sufficient internal controls, a clear audit trail, and written cost
allocation procedures, as necessary. Financial management systems must be capable of
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distinguishing expenditures attributable to this grant from expenditures not attributable to
this grant. The systems must be able to identify costs by program year and by budget
category, and to differentiate between direct and indirect costs, or administrative costs.
For further details about the grantee's financial management responsibilities, refer to
OMB Circular A-102 and its implementing regulations (45 CFR§2541) or A-110 (2 CFR
Part 215) and it's implementing regulations (45 CFR§2543), as applicable.
2. Consistency of Treatment. To be allowable under an award, costs must be consistent
with policies and procedures that apply uniformly to both federally financed and other
activities of the organization. Furthermore, the costs must be accorded consistent
treatment in both federally financed and other activities, as well as between activities,
supported by different sources of federal funds.
3. Audits. Grantee organizations that expend $500,000 or more in total federal awards in a
fiscal year shall have a single or program-specific audit conducted for that year in
accordance with the Single Audit Act, as amended, 31 U.S.C. 7501, et seq., and OMB
Circular A-133. If the grantee expends federal awards under only one federal program, it
may elect to have a program specific audit, if it is otherwise eligible. A grantee that does
not expend $500,000 in Federal awards is exempt from the single audit requirements of
OMB Circular A-133 for that year. However, it must continue to conduct financial
management reviews of its subgrantees, and records must be available for review and
audit.
A recipient of a Federal grant(pass-through entity) is required in accordance with
paragraph 400(d) of OMB Circular A-133, to do the following with regard to its
subrecipients: (1) identify the Federal award and funding source; (2) advise sub-
recipients of all requirements imposed on them; (3) monitor subrecipient activities and
compliance; (4) ensure subrecipients have A-133 audits when required; (5) issue
decisions and ensure follow-up on audit findings in a timely manner; (6)where
necessary, adjust its own records and financial statements based on audits; and (7) require
subrecipients to permit access by the pass-through entity and auditors to records and
financial statements, as necessary, for the pass-through entity to comply with A-133.
4. Consultant Services. Payments for consultant services under this grant will not exceed
$750.00 per day (exclusive of any indirect expenses, travel, supplies and so on) unless
procured consistent with 45 CFR Part 2543.44.
C. THE OFFICE OF INSPECTOR GENERAL
The Corporation's Office of lnspector General (OIG) conducts and supervises independent and
objective audits, evaluations, and investigations of Corporation programs and operations. Based
on the results of these audits, reviews, and investigations,the OIG recommends policies to
promote economy and efficiency and to prevent and detect fraud, waste, and abuse in the
Corporation's programs and operations.
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The OIG conducts and supervises audits of Corporation grantees, as well as legislatively
mandated audits and reviews. The legislatively mandated audits include the annual financial
statement audit, and fulfilling the requirements of the Government Information Security Reform
Act and its successor, the Federal Information Security Management Act. A risk-based approach,
along with input received from Corporation management, is used to select grantees and grants
for audit. The OIG hires audit firms to conduct some of its audits. The OIG audit staff is
available to discuss its audit function, and can be reached at(202) 606-9390.
The O1G is available to offer assistance to AmeriCorps grantees that become aware of suspected
criminal activity in connection with the AmeriCorps program. Grantees should immediately
contact OIG when they first suspect that a criminal violation has occurred. The OIG investigative
staff is available to provide guidance and ensure that the appropriate law enforcement agency is
notified, if required. The OIG may be reached by email at hotline@cncsig.gov or by telephone at
(800) 452-8210.
D. PROGRAM INCOME
1. General. Income, including fees for service earned as a direct result of the grant-funded
program activities during the award period, must be retained by the grantee and used to
finance the grant's non-Corporation share.
2. Excess Program Income. Program income earned in excess of the amount needed to
finance the grantee share must follow the appropriate requirements of 45 CFR §2541.250,
2 CFR Part 225, 2 CFR Part 215, or 2 CFR Part 220 and be deducted from total claimed
costs. Grantees that earn excess income must specify the amount of the excess in the
comment box on the financial report.
3. 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:
a. The service benefits a for-profit entity,
b. The service falls within the other prohibited activities set forth in these grant
provisions, or
c. The service violates the non-displacement Provisions of the Act set forth in these
grant provisions.
4. Full-Cost and Professional Corps Fixed Amount Grants. The grantee must notify its
Grants Officer if it earns program income in excess of the amounts needed to cover all
expenditures under the grant. The Grants Officer will determine the disposition of the
excess program income.
E. SAFETY
The grantee must institute safeguards as necessary and appropriate to ensure the safety of
members. Members may not participate in projects that pose undue safety risks.
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F. NON-DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE
1. Public Notice of Non-discrimination. The grantee must notify members, community
beneficiaries, applicants, program staff, and the public, including those with impaired
vision or hearing, that it operates its program or activity subject to the non-discrimination
reyuirements of the applicable statutes. The notice must summarize the requirements,
note the availability of compliance information from the grantee and the Corporation, and
briefly explain procedures for filing discrimination complaints with the Corporation.
Sample language is:
It is against the law for organizations that receive federal financial assistance f�om the
Corporation for National and Community Service to discriminate on the basis of race,
color, national origin, disability, sex, age,political a�liation, or, in naost cases, religion.
It is also unlawful to retaliate against any person who, or organization that,files a
complaint about such discrimination. In addition to filing a complaint with local and
state agencies that are responsible for resolving discrimination complaints, you may
bring a complaint to the attention of the Corporation for National and Community
Service. If you believe that you or others have been discriminated against, or if you want
more information, contact:
(Name, address,phone number—both voice and TTY, and preferably toll free—FAX
number and email address of the grantee) or
Office of Civil Right and Inclusiveness
Corporation for National and Community Service
1201 New York Avenue, NW
Washington, DC 20525
1-800-833-3722 (TTYand reasonable accommodation line)
(202) 565-3465 (FAX); eo@cns.gov (email)
The grantee must include information on civil rights requirements, complaint procedures
and the rights of beneficiaries in member service agreements, handbooks, manuals,
pamphlets, and post in prominent locations, as appropriate. The grantee must also notify
the public in recruitment material and application forms that it operates its program or
activity subject to the nondiscrimination reyuirements. Sample language, in bold print, is
"This program is available to all,without regard to race, color, national origin,
disability; age, sex, political affiliation,or, in most instances, religion." Where a
significant portion of the population eligible to be served needs services or information in
a language other than English, the grantee shall take reasonable steps to provide written
material of the type ordinarily available to the public in appropriate languages.
2. Records and Compliance Information. The grantee must keep records and make
available to the Corporation timely, complete and accurate compliance information to
allow the Corparation to determine if the grantee is complying with the civil rights
statutes and implementing regulations. Where a grantee extends federal financial
assistance to subgrantees, the subgrantees must make available compliance information
to the grantee so it can carry out its civil rights obligations.
21
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3. Obligation to Cooperate. The grantee must cooperate with the Corporation so that the
Corporation can ensure compliance with the civil rights statutes and implementing
regulations. The grantee shall permit access by the Corporation during normal business
hours to its books, records, accounts, staff, members, facilities, and other sources of
information as may be needed to determine compliance.
G. GRANT PRODUCTS
1. Sharing Grant Products. To the extent practicable,the grantee agrees to make products
produced under the grant available at the cost of reproduction to others in the field.
2. Acknowledgment of Support. Publications created by members or grant-funded staff
must be consistent with the purposes of the grant. The AmeriCorps logo may be included
on such documents. The grantee is responsible for assuring that the following
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 and
Community 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, or a position that is endorsed by, the Corporation or the AmeriCorps
program."
H. SUSPENSION OR TERMINATION OF GRANT
Regulations related to the Corporation's authority to suspend or terminate this grant are
contained in 45 CFR§2540.400. In addition, a grantee may suspend or terminate assistance to
one of its subgrantees, provided that such action affords the subgrantee, at a minimum, the notice
and hearing rights described in 45 CFR§2540.400.
I. FIXED AMOUNT AWARDS
FiXed Amount grants are not subject to the Federal Cost Principles. For Education Award Only
programs, the fixed federal assistance amount of the grant is based on the approved and awarded
number of full-time equivalent members (MSYs) specified in the award. For full-cost and
Professional Corps Fixed Amount grants the fixed federal assistance amount of the grant is based
on the approved and awarded numbers of full-time members and their completion of their terms
of service.
For Education Award programs, the final award amount that the grantee may retain is dependent
upon the grantee's notifying the Corporatiods National Service Trust of the members that it has
selected (subject to the number of inembers allotted to the grantee as specified in the award). All
such members must carry out activities to achieve the specific project objectives as approved by
the Corporation. At closeout, the Corporation will calculate the final amount of the grant based
on Trust documentation. The Corporation will recover any amounts drawn down by the grantee
in excess of the final grant amount allowed based on member selection documentation in the
Trust.
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For all other Fixed Amount grants, the grantee may draw funds from the HHS Payment
Management System based on the number of inembers who complete a full term of service or if
the member leaves before completing service, a pro-rated amount based on hours served. Full-
cost and Professional Corps programs may draw up to 20%of the funds within the first two
months to cover start-up costs (recruitment and application, training, criminal history checks,
etc.). Funds drawn after that should be based on the number of inembers on board at the time and
the percentage of hours completed. Annually and at closeout, the Corporation will calculate the
final amount of the grant for the year or entire project period (at closeout) based on an allowance
of 20% for start-up costs +number of education awards earned +percentages of remaining terms
served.
J. TRAFFICKING IN PERSONS
This grant is subject to requirements of Section 106(g) of the Trafficking Victims Protection Act
of 2000, as amended (22 U.S.C. 7104).
1. Provisions applicable to a recipient that is a private entity.
a. You as the grantee and your employees may not:
i. Engage in severe forms of trafficking in persons during the period of time that the
grant is in effect;
ii. Procure a commercial sex act during the period of time that the grant is in effect;
or
iii. U�se forced labor in the performance of the grant.
b. We as the federal awarding agency may unilaterally terminate this grant,without
penalty, if it,
i. Is determined you have violated a prohibition in paragraph a.i. of this grant term;
or
ii. Has an employee who is determined by the agency official authorized to terminate
the grant to have violated a prohibition in paragraph a.l of this grant term through
conduct that is either:
(a.) Associated with performance under this grant; or
(b.) Imputed to you using the standards and due process for imputing the
conduct of an individual to an organization that are provided in 2 CFR
Part 180, "OMB guidelines to Agencies on Governmentwide Debarment
and Suspension (Non-procurement)," as implemented by our agency at 2
CFR Part 2200.
2. Provisions applicable to a grantee other than a private entity. We as the federal awarding
agency may unilaterally terminate this grant, without penalty, if it—
a. Is determined to have violated an applicable prohibition of paragraph a.i. of this grant
term; or
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b. Has an employee who is determined by the agency official authorized to terminate the
grant to have violated an applicable prohibition in paragraph a.i. of this grant term
through conduct that is—
i. Associated with performance under this grant; or
ii. Imputed to you using the standards and due process for imputing conduct of an
individual to an organization that are provided in 2 CFR Part 180, "OMB
Guidelines to Agencies on Governmentwide Debarment and Suspension
(Nonprocurement)," as implemented by our agency at 2 CFR Part 2200.
3. Provisions applicable to any grantee.
a. You must inform us immediately of any information you receive from any source
alleging a violation of a prohibition in paragraph a.i. of this grant term.
b. Our right to terminate unilaterally that is described in paragraph 2.a. or b. of this
section:
i. Implements section 106(g) of the Trafficking Victims Protection Act of 2000
(TVPA), as amended(22 U.S.C. 7104(g)), and
ii. Is in addition to all other remedies for noncompliance that are available to us
under this grant.
c. You must include the requirements of paragraph a.i. of this grant term in any sub-grant
you make to a private entity.
4. Definitions. For purposes of this grant term:
a. "Employee" means either:
i. An individual employed by you or a subgrantee who is engaged in the
performance of the project or program under this grant; or
ii. Another person engaged in the performance of the project or program under this
grant and not compensated by you including, but not limited to, a volunteer or
individual whose service are contributed by a third part as an in-kind contribution
toward cost sharing or matching requirements.
b. "Forced labor" means labor obtained by any of the following methods: the
recruitment, harboring,transportation,provision, or obtaining of a person for labor or
services, through the use of force, fraud, or coercion for the purpose of subjection to
involuntary servitude,peonage, debt bondage, or slavery.
c. "Private entity":
i. Means any entity other than a State, local government, Indian tribe, or foreign
public entity, as those terms are defined in 2 CFR Part 175.25.
ii. Includes:
(a.) A nonprofit organization, including any non-profit institution of higher
education, hospital, or tribal organization other than one included in the
definition of Indian tribe at 2 CFR Part 175.25(b).
(b.) A for-profit organization.
d. "Severe forms of trafficking in persons,""commercial sex act," and "coercion" have
the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102).
24
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K. CENTRAL CONTRACTOR REGISTRATION (CCR) and UNIVERSAL
IDENTIFIER REQUIREMENTS
1. Requirement for Central Contractor Registration (CCR): Unless you are exempted from
this requirement under 2 CFR 25.11 0, you as the recipient must maintain the currency of
your information in the CCR until you submit the final financial report required under
this award or receive the final payment, whichever is later. This requires that you review
and update the information at least annually after the initial registration, and more
frequently if required by changes in your information or another award term.
2. Requirement for Data Universal Numbering System (DIJNS)Numbers. If you are
authorized to make subawards under this award, you:
a. Must notify potential subrecipients that no entity (see definition in paragraph 3. of
this award term) may receive a subaward from you unless the entity has provided its
DUNS number to you.
b. May not make a subaward to an entity unless the entity has provided its DLTNS
number to you.
2. Definitions. For purposes of this award term:
a. Central Contractor Registration (CCR) means the Federal repository into which an
entity must provide information required for the conduct of business as a recipient.
Additional information about registration procedures may be found at the CCR
Internet site (currently at http://www.ccr.�).
b. Data Universal Numbering System (DUNS) number means the nine-digit number
established and assigned by Dun and Bradstreet, Inc. (D&B)to uniquely identify
business entities. A DL1NS number may be obtained from D&B by telephone
(currently 866-705-5711) or the Internet(currently at
http://fed�ov.dnb.com/webform).
c. Entity, as it is used in this award term, means all of the following, as defined at 2
CFR part 25, subpart C:
i. A Governmental organization, which is a State, local government, or Indian
Tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization; and
v. A Federal agency, but only as a subrecipient under an award or subaward to a
non-Federal entity.
d. Subaward:
i. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see Sec. ----.210 of the
attachment to OMB Circular A-133, "Audits of States, Local Governments, and
Non-Profit Organizations").
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iii. A subaward may be provided through any legal agreement, including an
agreement that you consider a contract.
e. Subrecipient means an entity that:
i. Receives a subaward from you under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
L. TRANSPARENCY ACT AWARD TERM (for Grants and Cooperative Agreements of
$25,000 or More) �
Reporting Subawards and Executive Compensation:
1. Reporting of first-tier subawards.
a. Applicability. Unless you are exempt as provided in paragraph 4 of this award term,
you must report each action that obligates $25,000 or more in Federal funds that does
not include Recovery funds (as defined in section 1512(a)(2) of the American
Recovery and Reinvestment Act of 2009, Pub. L. 111-5) for a subaward to an entity
(see definitions in paragraph 5. of this award term).
b. Where and when to report.
i. You must report each obligating action described in paragraph l.a. of this award
term to http://www.fsrs. o�v.
ii. For subaward information, report no later than the end of the month following the
month in which the obligation was made. (For example, if the obligation was
made on November 7, 2010, the obligation must be reported by no later than
December 31, 2010.)
c. What to report. You must report the information about each obligating action that
the submission instructions posted at http://www.fsrs.sov specify.
2. Reporting Total Compensation of Recipient Executives.
a. Applicability and what to report. You must report total compensation for each of your
five most highly compensated executives for the preceding completed fiscal year, if--
i. the total Federal funding authorized to date under this award is $25,000 or more;
ii. in the preceding fiscal year, you received--
(a.) 80 percent or more of your annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR 170.320 (and subawards); and
(b.) $25,000,000 or more in annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR 170.320 (and subawards); and
iii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of
the Internal Revenue Code of 1986. (To determine if the public has access to the
compensation information, see the U.S. Security and Exchange Commission total
compensation filings at httn://www.sec.�ov/answers/execomp.htm.)
26
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b. Where and when to report. You must report executive total compensation described
in paragraph 2.a. of this award term:
i. As part of your registration profile at http://www.ccr.gov.
ii. By the end of the month following the month in which this award is made, and
annually thereafter.
3. Reporting of Total Compensation of Subrecipient Executives.
a. Applicability and what to report. Unless you are exempt as provided in paragraph 4.
of this award term, for each first-tier subrecipient under this award, you shall report
the names and total compensation of each of the subrecipient's five most highly
compensated executives for the subrecipient's preceding completed fiscal year, if--
i. in the subrecipient's preceding fiscal year, the subrecipient received--
(a.) 80 percent or more of its annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR 170.320 (and subawards); and
(b.) $25,000,000 or more in annual gross revenues from Federal procurement
contracts (and subcontracts), and Federal financial assistance subject to the
Transparency Act (and subawards; and
ii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of
the Internal Revenue Code of 1986. (To determine if the public has access to the
compensation information, see the U.S. Security and Exchange Commission total
compensation filings at http://www.sec.�ov/answers/execomp htm.)
b. Where and when to report. You must report subrecipient executive total
compensation described in paragraph 3.a. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the
subaward. For example, if a subaward is obligated on any date during the month
of October of a given year(i.e., between October 1 and 31), you must report any
required compensation information of the subrecipient by November 30 of that
year.
4. Exemptions. If, in the previous tax year, you had gross income, from all sources, under
$300,000, you are exempt from the requirements to report:
a. Subawards, and
b. The total compensation of the five most highly compensated executives of any
subrecipient.
5. Definitions. For purposes of this award term:
a. Entity means all of the following, as defined in 2 CFR part 25:
i. A Governmental organization, which is a State, local government, or Indian tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization;
27
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v. A Federal agency, but only as a subrecipient under an award or subaward to a
non-Federal entity.
b. Executive means officers, managing partners, or any other employees in management
positions.
c. Subaward:
i. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see Sec. ---- .210 of the
attachment to OMB Circular A-133, "Audits of States, Local Governments, and
Non-Profit Organizations").
iii. A subaward may be provided through any legal agreement, including an
agreement that you or a subrecipient considers a contract.
d. Subrecipient means an entity that:
i. Receives a subaward from you (the recipient) under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
e. Total compensation means the cash and noncash dollar value earned by the executive
during the recipient's or subrecipient's preceding fiscal year and includes the
following(for more information see 17 CFR 229.402(c)(2)):
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar
amount recognized for financial statement reporting purposes with respect to the
fiscal year in accordance with the Statement of Financial Accounting Standards
No. 123 (Revised 2004) (FAS 123R), Shared Based Payments.
iii. Earnings for services under non-equity incentive plans. This does not include
group life, health, hospitalization or medical reimbursement plans that do not
discriminate in favor of executives, and are available generally to all salaried
employees. �
iv. Change in pension value. This is the change in present value of defined benefit
and actuarial pension plans.
v. Above-market earnings on deferred compensation which is not tax-qualified.
vi. Other compensation, if the aggregate value of all such other
compensation (e.g. severance, termination payments, value of life insurance paid
on behalf of the employee,perquisites or property) for the executive exceeds
$10,000.
28
Grant Program Civil Rights and Non-Harassment Policy
The Corporation for National and Community Service (CNCS) has zero tolerance for the harassment of
any individual or group of individuals for any reason. CNCS is committed to treating all persons with
dignity and respect. CNCS prohibits all forms of discrunination based upon race, color, national origin,
gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation,
marital or parental status, or military service. All programs administered by, or receiving Federal
financial assistance from CNCS,must be free from all forms of harassment. Whether in CNCS offices or
campuses, in other service-related settings such as training sessions or service sites, or at service-related
social events, such harassment is unacceptable. Any such harassment, if found,will result in immediate
corrective action, up to and including removal or termination of any CNCS employee or volunteer.
Recipients of Federal financial assistance, be they individuals, organizations, programs and/ar projects
are also subject to this zero tolerance policy. Where a violation is found, and subject to regulatory
procedures, appropriate corrective action will be taken, up to and including termination of Federal
financial assistance from all Federal sources.
Slurs and other verbal or physical conduct relating to an individual's gender, race, ethnicity, religion,
sexual orientation or any other basis constitute harassment when it has the purpose or effect of interfering
with service performance ar creating an intimidating, hostile, or offensive service environment.
Harassment includes, but is not limited to: explicit or implicit demands for sexual favors; pressure for
dates; deliberate touching, leaning over, ar cornering; offensive teasing, jokes, remarks, or questions;
letters, phone calls, or distribution or display of offensive materials; offensive looks or gestures; gender,
racial, ethnic, or religious baiting; physical assaults or other threatening behaviar; or demeaning,
debasing or abusive comments or actions that intunidate.
CNCS does not tolerate harassment by anyone including persons of the same or different races, sexes,
religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site employee or
supervisor;a non-employee(e.g.,client);a co-worker or service member.
I expect supervisors and managers of CNCS programs and projects, when made aware of alleged
harassment by employees, service participants, or other individuals, to immediately take swift and
appropriate action. CNCS will not tolerate retaliation against a person who raises harassment concerns in
good faith. Any CNCS employee who violates this policy will be subject to discipline, up to and
including termination, and any grantee that permits harassment in violation of this policy will be subject
to a finding of non-compliance and administrative procedures that may result in termination of Federal
financial assistance from CNCS and all other Federal agencies.
Any person who believes that he ar she has been discriminated against in violation of civil rights laws,
regulations, or this policy, or in retaliation for opposition to discrimination or participation in
discrimination complaint proceedings (e.g., as a complainant or witness) in any CNCS program or
project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI).
Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence may not be
accepted in a formal complaint of discrimination. No one can be required to use a program, project or
sponsor dispute resolution procedure before contacting OCRI. If another procedure is used, it does not
affect the 45-day time limit. OCRI may be reached at (202) 606-7503 (voice), (202) 606-3472 (TTY),
eoQcns.�ov_,or through www.nationalservice.g_ov.
6/1/2011
Date Robert Velasco,II,Acting Chief Executive Officer
Signed co�y available here.
29
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� �� � � . � Ar PersonneY Expenses pist zaon empioyeej . � "; , „ ,"�, „ - ,,,, ;, ' , �,`,� „ `, �,";,,,,",, " ;, ,,:,
---- ---�-- ,._ „ ,, .. -� .. ,, ;,- ,,., „ . .
�SG.GO 50.0�� S6 00,'; jG�0. SG:OG SO 00;�- - 50.09 SO.Ob 50.06 �
. . - . . -_' __..._ '_'�...._._ .
� � � I SO 90;;, 50.00��:' SG.DO 50.00� 50.60 � � � . .
. . -.__._._ ._.._' __"'____ - _______ � .
. ... . .. . . . � i SG 00�', � I S-0 00�; i, S6 00 SG.00 SO 9�. .. .. � .
_'_- '......_ _ ' t__.._ _ .._.......-.....__ ._ ._.._'__ _'_'_--_.._.._._ _ .
A.SubtotalPersonnelExpenses $0.0� � $090� $ODO �� $0.06 � 30,00 $000'-; $O.DD $0:00 $0.00
�'__'_
. � � : �B;P�ei Frinqe Benefits � Su.ao� So oo� So.oa��,� So.oO So.00 So oa:' Sa.oa Sq,00 So.00 � � � � �
� C Travel � � .: �, ;, ,, '., , „ . ; . , - �� , ; . . . .
....__ -- ._..... ' �� + .
Stdff TfaJel $�GO 57 OC 50 00, ' SO 00 50 09 j0 00 $0 0� S�00 SO 00 �
.- ......__ _ � - - � .
� � r/I �7lGPf Tfd✓PI 50�0 SO 00 SC 90 �� SG G`J SO OCl 50 06 54 00 50 00 $0 00�
� � � C Travel SubTotal 3u ooT So oo� go oo �� $o 00 80 00� 50 oa'� 50 o0I Bo 00 30.00 �
..__.. ..- ----.__ ...._. ...._. -----r---- -- --- _._- . ._...__ ._...._.{.
� � � �D Eqwpment * 4a oo So 0o So.00 So uo go ooI _ qo 00, '� So.00� $o.00 So oa � k
- - �!
. . � SU lies!Ir �i each u� / calego y ec"d . , � ';;� , " � ' , ' � , ' __..__.._....._-_ ._.-
�� Staff � , ' , � ;
�alro s/!ie�as ieed Jl ___ �
. . Jff�ce SuGP�ies 5 D✓ a0�C SO 00„ $o OG 50 00` 50 00�;� 5G 00 jG C0� SU 00 ._ i . . . .
. .. � -- - - Computer S O�Jy S�70 SG 00 ,� ', 5 0�� S�9�JT_ $0 D�J��"� 50 00 _ 50 CO- SO 00 ...__._.- ----_ � . . .
_._._ ._ .____ ..._... _ _.' _ � '_.___ _
f✓IBmbef�+Ae (�fl�SUppIIB r 5�00�., � 500 S�J00 506G �p.GO
Member Supplies 5�00 ;, 50 00'� 30 oG SG oG 50.00
. -_ __ _._ . ___ - .___- ._. .._...__...-._.. __
D Supplles Subtotai So.�o g0 00 $0 00,:,'� $0.00 $0.00 $0 00� g0.00 $ODU $O.UO
__' ' '._"- - -'
� � � � � � F.Contrectual and Consultant Services� So.00 50.0o go.00 s' So_oo go.00 gu.00 4 go.00 So.00' So.00 . � � �
-----
.. . .. . . . . �G.Training . ,;,,, . , „ � -= „ , , , „ �
, , . �; - ;; � � „ - � ,., � ;;, „ � ��
� �� � � ot�f�T�ainln�, � �$o.00 $o.00 �000,i!,: o.00 o.00 � $000�-,;, �o.00 $000 � �o.00 � � �
,
____--- ---------_-'
. � . .. . � . I Member Training So.00 $O.00 $o 00:; o.o0 0.00 � SO 00 t�'� So.00 �o.00 So.00 �. �� � . ...
- _...._.- -- '," ,',. _....___ _.....
������ � � � � ` G.Training Subtotal: So.00 � �� � go.00 So.00 :: o.00 o.00� � o.oa-��:" So.00 So.00 So.00 � � � � � � � � � � � �
H Evaluation go.00 � So.00 So 00,-, o.00 � o.00 So.00:�-� So.no $o.00 So.00�
. I 6ther Program OperakEng Costs�h�e it� . . ��. . . � � .
. .. . . , „� � ,
� . cpsf idukYU l!�arld addr6o i l ra��s/b es s �. { .�� . �� , �. � �. � .. .
� �nee�fca i I �„' � � � -
. .� .. - . � TIEVeI$9�FJPd k4ouoddhP.LQS*. _____30�0} .._ 50�0+ 000.:�,�' 89�0 -$000'_'- 5000,.�,��:,; $060 ___ SG_OOi_.. _.__5006 _'-" __-�_. -_� � . � .
. . . . . .. � . . � 5000�"'�". . . 5000'. - 5000� ... . . �.
'-'-'__'_'. .-.._... __�__ ___. __._. .._._.
__ - ...... ._ _.... _,- _ . .
_ �
,_ SO 00 '�," � 86 GO " 50.0-0
� � � I.OthOf$UbYOtdl.� $0 00 $9 D� $0.00,;, $0 00 5tl 00� $0 00 �:� $O.Otl $0 00 �$6A0 �
� � � � SECTION��1 SUBTOTAL � So.oa So.00i � � � ��
1---- Saoo $o oo( $o.00 _So.00 sn.00 so ao1 sa.00
.
� . �£TWN�,�Femts�r�sts„ `,",,, ,"�,,;. :� � ;,';,,.,,"', ,,,, ,`s„ , , , , � �
. �A L�v�ngAllowance , , , �. , , , ;, ,� � ,'� ,,�,, ;, ,, , , ,�" , ., ., ,,,, -,, ,
___- _ --- ,, „
FuIITIr1l�f1700Frs� 3000 � 5000 5000'- 5090 5000 50�0 ��� 5900 'a0�0 � 5099�
... � -- ' „ .,, , . , . . �..
HalfTime(900 hrs� 90 00 50 00 �o 00 , °- so ooI 5o 00 30 00- 's„ so 00 5o oo So 00
- - ° - -
� � Re�ur,ed Half Time(675 hrsj So.oD So.o� _ bo 00,� so.00� 3o co so�o��" 3aoo so.oC 5o po � �
......-- - � - - - - - � .
� � � F,_....__., QuaRer Thne(450 hrsj _ so.00 so.aol.., so 00��� So.oc So.oe so 00�-�� so.00 So 0o so.00 f � �
. . . - - - - - --- ----- ---�-- .-..- - . . . . .
� � � P1lirimun�TimP,l30G hfs) SO.OG $9 0� SC 06 '. 50 6G SG.OD $0 00'�.�� 50.00 SO G0� SO.OG �
_. ...___._ _. _.. _ _ _ _ '
A.�ivmg Allowance SubCOtal: So 0o So oa go 00 ` So 0o So 0o go on;_ " so 0o S o0 0, so 00 �
�B Member SupporC Costs .._ i, , -,,, , ," „ , ,�' - ,, � ',,,' , ' ,. , ' . . . .
_._. ,_�__ -._ , _ , , , ,,,, , ; ,,, ;,
FiCA for Members so�a sa oo e,r,oo%"" so oa so aa so 00 � so.00 S�o� sa ao�
..._.._.. . -- -..._ -- ..._...- � - ----- �----_... -- � -- - . ._...- --....-
-
� IJo�kers ComUensation 5G oG 59 Oo 5��o�� $OAO� 56 00 30 00 '�. � SG.oO 50.06 SQOo
�. __ ..__. __..._ _._ . - ....._... ._ _-_ - .
_..
HBalth Cafe� SG � $0 00 a0 06 � SG.00 $0 00 SG 00 � 50.00 5G.00 50.00
- - ... ._. _ ' _ _-_" ___.._ ...... _' __ ._. ... ........_ ..._
B Member Support Sub aot t I So 0o So 00 So 00 '�. ��� � So,00 So 00 89.00.�"' So Do $o 00 $o.oa
__ ._.. -- --- .. __ ..___ - - - - ----... .._�.
� � � S� ECTION,it SUBTOTAL � Soo7 ;o.00 So.00 � 80,00� 5o.00t So.00 � Sa.00 go.00i So,00 i � � � �
. . . . . . . . . . . . . . �� � . J;�datrd;6/30/201 t . ..
�Fr
� � � � �� �� VOLUNTEER FLORIDA:� � � � � �� � � ��
�� � � � Attachment V � �� �
.. . �. . � � �. Bud9et Reulsion Request.� �. . �
� C6Asd Hf7ENEY- �� I �
� �� ?, I�AM"f, ",�.241tZOM12 � �
�R�SE,;S7IV Sk1�4,<,�II:
��__
�,, , �, ;-,,-; �, ' , , �„�;;� � � ; �
� ''� ' " '� �� �",. %;;, Origlnal Budgef ? ;" � Budget Changes� ,!"� Revised Budge��t � � � Justification � � � �
.. .,,, ;, ;, --- .— � .
-_.-..— -'�...
�,,;„; ;;',,,, � ;, ,;� � I+i Increases/(-)Decreases _...., s � _ -
� - �'=--- �--„ , -,�'�r ' � -� ,i�,-, CNCS 6rantee Total �'; CNCS Grantee Totai =,�;� CNCS 6rantee Total � �
, � , �, ,, , , ,,, ,,, ,,, , , , ;;,. ,,. „ ,,;, � ,,, „ ,
� S�C�'If3N f!{.AdiFiitttsff8t[t/8�sA�xs�,;-, -;;„ �: „ „ ' �"' , ,;, ,,„
<;��; „ „ „ „ „
�;, „ ,', -
„� � �;,� �;;�-;>;-„';i'
� � � A.Corporation Fixed PercenYage %,=,,, , ,,, , ' , , "'�.,,� ,, , `;� �� � , ;, , . . . �.
� ,,,, , , , , , , , , - �. . �,,,.,,;� . .
----..-.—.—.— _.._.._ .
., ,,. , , ,:,,,,,,
. . �� Corporation Fixed A.mount so 6o So.00 �� 50 00:- 50 00 5o oo � So.00:, ,'� �50 0o So ooi�� so 00 � �
. .._. . _— —......._ .._._ _ _ . .
� � ��� � � � � � �_ Comi'ni5Si0f1 r,ixed AmoUfit 50 00 SG.60 5G 66;, :, b0.00 50.90 50 00�-�'�� $0.00 $O.O�J' y0 GO � � '�
.. ...__— _ .-.. .._..._._ —r__ _ '—'__ _.
—' '.. ...__'
� � � � � A.CorporeBon Fixed Sub4otal^ � � S4 00 � So oo� go.00�,: ' � So 0o So.on� So.00��=;= go.00 5o.00 So.oa � � �� � � �
..... - .- - .--*------ ��- -- -- -- �
� B.Pederaliy Approved Indirect Cost Rate r � so 0o so 00 �.�, so 00� so oo�� � So.00 �So.00�;';''� so.00� � � So 0o So.00 � � , �.� � � .
— - - --- - - - .......__... ,
� .. � SECTION 41L SUBTOTAL "� � �-���� ��
. $0.06 $0.00� $0.68 $6.00 $0.00 §0.00 $O.DOj $U.00 $0,00 4� .
�� � � � SECTION I and III SUBTOTAL � ��$o.00 � gu.00` 30 00-: � o.00 o.00 0 00�� So.00 So.00 �� go.oa � '��
�� � � CNCS/Gra�tee Shate uoivio! u�r✓!o' #ovr0� " � ����� �
--- -- - ---
-� ---.. _..._,—.
_ I noivro�: soi�im x�ivia! ,
TOTAL � go 0o so oa go.oa go.00 So.00
_ _ 50 00 � 50 0o go 0o go 00 �
��� � � �.N�S/�rankee S1i8rE i #DIV/0 #DIV/0 � #DI✓i0 � � � �
. , , _ .,_ ___ #OIV/0 t #JI/ ! , #DN��L
, „ , :. _ � _ __ "__""_
�', ;/������/�d;�;.`�
` Date R�siision R uesf setif to�9lunteQr FtQ�irla:
. ,- Eo�taii lines Yb be�IIESI uvYi YnfuMeer Etofidastaff 6n � � . � .
. . . �__...^ _ �ate R swr N��t ���i o V�luntear FloriUa:� . . . . . . . . . . .. . . . . . . . . . . . . . �. <
__
. � . .� . . . j . . . . . . .. . . . i . . .� . � . . : .. . . .. � . . . : . � � .. . . . � . '
. . �.... .. �J!eP Picdic�.v::dby�✓olunleerFlonda �� � . . . . . . � . . . . : . . .. . . �
VF APPROVAL BY:�� _
�..—_ _. _. —__ �
. .. . . .. . . ;f ...— �c�,R HE�. s� f ��1! ✓�IunteerFionda ..... . .. � . .. .. . . . .... �.�. .. . . . . . . . . . . . . .. . . .... . .. . . . :.
. . . .I . . .p t. F'�n�FJ tft.f_'�_r 4 a�ratc .;mailtore9uest)� � . . . . . . .. . .. . . . . . . . . . u
.. .. . . . . . . . . . . . .. . . . . . . . . � Uodaled:6/30/201� � .
JEC
� �
ATTACHMENT VI
Amendment
Number
This amendment is made BETWEEN
The Florida Commission on Community Service
401 South Monroe Street
Tallahassee, Florida 32301
referred to herein as the"Commission"
AND
City of Clearwater on behalf of
Clearwater Police Department
645 Pierce Street
Clearwater, FL 33756-5400
referred to herein as the "Provider" amends
2011-2012 Contract for
AmeriCorps Clearwater
1. Section , Paragraph is hereby amended to read:
2. This amendment shall begin on , or on the date on which
the amendment has been signed by both parties, whichever is later.
3. All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
4. All provisions not in conflict with this amendment are still in effect and are to be performed
at the level specified in the contract.
5. This amendment and all its attachments are hereby incorporated into and made a part of the
above cited contract.
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
Countersigned: CITY OF CEARWATER, FLORIDA
By:
Frank V. Hibbard William B. Horne II
Mayor City Manager
Approved as to form: Attest:
Robert J. Surette Rosemarie Call
Assistant City Attorney Ciry Clerk
n �
THE FLORIDA COMMISSION ON
COMMLTNITY SERVICE Commonly
Referred to as VOLLTNTEER FLORIDA
By:
Wendy Spencer
Executive Director
Attest:
Approved as to form: