VOLUNTEER FLORIDA PROVIDER AGREEMENT2012-2013 Program Yeacr
VOLUNTEER FLORIDA
PROVIDER AGREEMENT
This provider agreement is hereby made and entered into as of this O 1 day of Januarv (month )
2013 (year) (the "Effective Date"), by and between The Governor's Commission on Communit;s�
Service, doing business as Volunteer Florida (the "Commission"), having its principle place o:f
business at 401 South Monroe Street, Tallahassee, FL 32301, and
Clearwater Police Department (AmeriCorps Clearwater�,
a corporation organized under the laws of the State of Florida with its principal place of busines:�
located at 645 Pierce Street, Clearwater, FL 33756-5400 (the "Provider") (collectively, th�e
"Parties") and referred to herein as the "Provider Agreement."
In consideration of the contracted services by the Commission and of the advantages and benefit:�
received by the Provider by virtue of such relationship, the receipt and adequacy of all of whicli
considerations are hereby acknowledged; NOW THEREFORE, in consideration of the mutua�l
covenants hereinafter set forth herein, the Parties agree as follows:
I. PROVIDER AGREEMENTS
A. Compliance.
1. The Provider will utilize AmeriCorps Members in accordance with th�f;
application submitted by the Provider for funding (the "Grantee Application";i.
The Provider must comply with the requirements of the National and Communit;y
Service Act of 1990 and the National and Community Service Trust Act of 1993.
The Provider shall also comply with applicable Federal cost principles,
administrative, and audit requirements as well as all applicable Florida Statutes.
Additionally, the Provider will adhere to all federal statutes, regulations, or othe:r
laws related to the Americans with Disabilities Act of 1990, and any amendments
thereto. The Provider is additionally responsible for prohibiting discrimination i�ci
accordance with AmeriCorps Provisions.
2. All such requirements are incorporated herein by reference.
3. The Provider will rectify all compliance issues identified by the Commission i�ri
writing within the time period set forth by the Commission or all reimbursements
will be withheld until the Commission is satisfied all deficiencies have beem
corrected. Written documentation should include how all noted deficiencies wenE;
corrected or an acceptable justification, action plan and timeline of compliance fo:r
any deficiencies not corrected within the time period set forth.
4. By signing this contract, the Provider acknowledges receipt of the AmeriCorp:>
Provisions which are identified in Exhibit IV attached hereto and incorporated by
reference herein.
5. The Provider further agrees to adhere to all AmeriCorps Provisions and associate�d
regulations, and the most current policies of the state of Florida as implemente�d
by the Commission and of the federal government. The Provider is responsible fo�r
00245027-1
2012-2013 Program Year
ensuring that all staff, agents, volunteers, or any other individuals or participants
acting on behalf of the Provider acts in accordance with all such regulations an�d
policies. �
B. Program Name. The Provider may not change its program name, as identified in its
Funding Application without the prior written approval of the Commission.
C. Program Performance Measures and Training. Program performance measure�;,
required trainings, and additional programmatic requirements are referenced i:n
Exhibit II, attached hereto and incorporated by reference herein.
D. Budget. The budget for the delivery of services described in the Provider Agreement,
(the "Program BudgeY') as well as a budget narrative is identified in Ea�hibit II][,
which is attached hereto and incorporated by reference herein.
1. Match Requirements and Cash or In-Kind Contributions
a. The Provider must provide matching funds cash or in-kind contributions at a
minimum of the percentage stated in Exhibit III of the Provider Budget.
b. Partnering organizations working with the Provider to provide cash or in-kin,i
contributions must submit a letter on their organization's letterhead signed b;�r
an authorized official of the organization stating the amount of cash or in-kin,i
contribution donated to the Provider and any required stipulations. Cash or in:-
kind contribution letters must include a description of each service or resourc�E;
that will be provided and the dollar value of each. These letters must b�E;
submitted to the Commission within thirty (30) days of the Effective Date.
2. Budget Revisions: Approval must be obtained by the Commission if the Provide:r
intends to adjust a budget line by ten percent (10%) or more of the Provide:r
Budget. The Commission reserves the right to disallow any such revision ,.
Revisions to the Program Budget must be submitted using the Volunteer Florida
Budget Revision Request Form attached hereto as Exhibit V and incorporater.i
herein by reference.
E. Property. The Provider agrees that any purchases in furtherance of the Provide�r
Agreement shall be procured in accordance with the provisions of Florida Statutes §?;
403.7065 and 287.045. To be reimbursed by the Commission for the purchase of an.sr
goods to be used in furtherance of the Provider Agreement, which are not identifie�ci
in the approved Program Budget and have a purchase price equal to or greater thaui
$1,000, the Provider must obtain prior written approval from the Commission.
F. Internet Access. The Provider agrees to provide the AmeriCorps Members interne;t
access and e-mail capability as is necessary for program reporting anci
communications related to this Provider Agreement.
G. Administration of Members with Disabilities Survey. The Provider will provide ,a
time and place for all Members to complete the Commission's Survey to Determin�e
the Number of Persons with Disabilities Serving Florida's Communities (the
"Disabilities Survey"). The Provider will ensure the Disabilities Survey i:�
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2012-2013 Program Year
administered according to Commission guidelines, which may be amended from tim��
to time.
H. Planning and Program Reporting
1. Progress Reports. All first year AmeriCorps programs are required to complet��
and submit Monthly and Quarterly Progress Reports ("Progress Reports") durin,€;
the term of the Provider Agreement via a format approved by the Commissior.i.
Monthly Progress Reports shall be submitted by the Provider no later than thE�
fifteenth (15th) calendar day of each month, and Quarterly Progress Reports shalll
be submitted by the Provider no later than thirty (30) days following eaclh
quarterly period from the Effective Date. Notwithstanding, the Commissiozi
reserves the right to require Providers to submit any Progress Report at any poir.it
during the term of the Provider Agreement.
2. Disability Community Development Plan. The Provider will submit a
Disability Community Development Plan ("DCDP"), as defined in th��
AmeriCorps program for the purpose of establishing partnerships with third-part;y
organizations whose primary mission is serving persons with disabilities anr,i
establishing outreach activities to persons with disabilities to consider serving i:n
AmeriCorps. The DCDP must be submitted to the Commission within six (6�)
months of the Effective Date of the Provider Agreement.
3. Sustainability Plan. It is understood that the funding provided by thE,
Commission for this program is "seed money" to be used by the Provider t�c>
provide services to the community, with the assistance of the Commission that
will eventually be continued and managed locally with minimal federal funds o:r
responsibility for the program. The Commission is not responsible for providin;E;
- any goods, services, or other resources, including monetary resources to th�f;
Provider. Accordingly, the Provider will develop or update a sustainability plan i�n
accordance with the requirements of the Commission ("Sustainability Plan").
I. Other Reports. The Provider agrees to provide other reports as may be requested b;y
the Cominission.
1. Fiscal Online Training. The Provider must submit certification of completion o f
the online CNCS Key Concepts of Financial and Grants Management trainin;;
located on the CNCS Resource Center website
(www.nationalserviceresources.or�) within thirty (30) days of the Effective Date:.
The Program Director and Fiscal Contact, as identiiied herein, must complete this
online course. Certificates of completion should be submitted with the firs,t
Reimbursement Invoice, as defined below. If the Provider fails to complete this
online course the Commission reserves the right to withhold payment.
2. Financial Reports for Reimbursement. The Provider will submit to thE;
Commission a monthly invoice using the Volunteer Florida Invoice Fornn
attached hereto as Exhibit VII and incorporated herein by reference (th�f;
"Reimbursement Invoice"). With the exception of the Final Financial Reports,
as identified in Exhibit III attached hereto and referenced herein, al.l
Reimbursement Invoices are due 15 days after the end of the period of the reporl:.
If circumstances occur delaying the Reimbursement Invoice, an explanationi
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2012-2013 Program Year
should be sent in writing, electronically, to the Commission before th��
Reimbursement Invoice is due (the "Notice of Reimbursement Invoice Delay";}.
If the provider submits invoices late on more than three (3) occasion.s
consecutively, regardless of compliance with the Notice of Reimbursement Dela!r
as described herein, the Commission reserves the right to forfeit payment.
3. Supporting Documentation. The Provider will submit supporting documentation
for all expenditures related to performance under the Provider Agreement on ,�
monthly basis. Errors in the Reimbursement Invoices, or any supportin,€;
documentation, will result in delay of payment. The Commission reserves th��
right to review any documents related to Reimbursement Invoices at any time
during the program period.
4. Final Financial Reports for Reimbursement and Close out Checklist. Th��
Provider agrees to submit its final Reimbursement Invoice within forty-five (45 )
calendar days of the ending date of this contract or the date of contrart
termination, whichever is earlier. If the Provider fails to submit the fin�l
Reimbursement Invoice within the specified time, all rights to any such payments
are forfeited. Provider must also submit a completed AmeriCorps Progrann
Closeout Checklist (the "Closeout Checklist") within forly-five (45) calenda:r
days after the ending date of this contract or the date of contract terminatior.�,
whichever is earlier. If the Provider fails to submit the Closeout Checklist withi:n
the specified time, final payment will be delayed or forfeited.
5. Audits. The Provider agrees to provide the Commission financial and compliancE;
audits of the Provider within 180 days after the end of the Provider's fiscal year i�i
accordance with OMB Circular A-133 and to ensure that all related part;v
transactions are disclosed to the auditor.
6. Property. At the end of the Provider Agreement the Provider agrees to submit a
current inventory of all goods purchased in furtherance of the Provider Agreemenrt
with a purchase price equal to or greater than $1,000.00, that were purchased witih
funds provided through this Provider Agreement (the "Procuremen�t
Inventory"). The Procurement Inventory must include a description of th�E,
property, model number, and serial number, date of acquisition, cost, inventor��
number and information on the location, condition, transfer, replacement o:r
disposition of the property. The Procurement Inventory is due to the Commissio�i
within thiriy (30) days of the Termination Date, as defined below.
The Commission has the right, upon termination of this Provider Agreement, tc>
title and possession of any goods purchased by the Provider in furtherance of this
Provider Agreement. The Provider will act with good faith in to comply with this
provision of the Provider Agreement and ensure the Commission has knowledg�;�
of such goods and access to retrieve same. If the Commission chooses not tc}
accept title or possession of such goods the Commission may require thr;�
equivalent cash value in lieu of title and possession.
Disposing of property, including technology equipment, will require the progran:i
to follow the Property Disposal Protocol and prior approval by the Commission.
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2012-2013 Program Year
J. Partnership Development and Site Agreement
1. The Provider may enter into written agreements with other private and publi��
organizations in the targeted communities, as identified in the Fundin.€;
Application, to cooperate and coordinate the provision of services under the terms
of this Provider Agreement.
2. Such partnerships may include, but are not limited to, the following agreements:
a. contributions of cash support for the services provided under the terms o�f
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 or trainers;
f. promotions or public relations; and
g. provisions for member supervision or service site supervision.
3. Agreements with partnering organizations to provide Member supervision andlo�r
service sites must be in writing, adhere to the AmeriCorps Provisions anr.�
Regulations and include the following items:
a. description of services to be provided by Members;
b. designation of person(s) responsible for member supervision anr,i
verification of inember service hours;
c. description of prohibited Member activities; and
d. other supervision or programmatic responsibilities.
K. Disaster Preparedness, Response, Recovery or Mitigation. CNCS, unde:r
agreement with the Federal Emergency Management Agency (FEMA) and th�E;
Commission, under agreement with the Florida Division of Emergency Managemen:t
(DEM) requires the availability of AmeriCorps Members for assignment to provid�E;
assistance in disaster preparedness, response, recovery, mitigation activities, or othe:r
emergency related activities ("Emergency Assistance"). Disasters that could impart
Florida include natural events such as hurricanes, tornadoes, and floods and man-
made events, such as hazardous materials and terrorist events. As part of it:a
commitment to community service, the Provider agrees to establish and maintain .a
disaster-oriented role with a partner organization for its members, staff and volunteer:>
to provide Emergency Assistance. This may include, but is not limited to: communit�r
preparedness education, shelter operations, mass feeding, debris removal, communit•��
outreach or other disaster related activities. This disaster-oriented role will b�e
documented in writing with a letter of acknowledgement from the partnerin�;
organization. Providers will work with a partnering organization to ensure its stafi:;
volunteers, and any other related parties are trained as needed and appropriate fo�r
their disaster-oriented role with their partner organization. All program members ar�;:
required to receive training in disaster response and recovery.
Program Members may be requested to provide assistance anywhere in the State o:F
Florida. Provider staff and AmeriCorps Members shall serve under the direction anci
control of the Provider and shall not be considered volunteers to FEMA or DEM fon
purposes of Florida Statutes, Chapter 110, Part IV. Requests for Emergenc;�r
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2012-2013 Program Year
Assistance will be made on behalf of the State Coordinating Officer, as identified in
any declaration of emergency issued by the Governor of the State of Florida, througli
the Commission's Director of Emergency Management and Volunteer Services afte;r
consulting with the state CNCS office disaster coordinator. All related activities
undertaken by a Provider will be done in cooperation with local offices of emergenc�,�
management.
Approved expenses incurred as a result of Provider activities related to Emergenc��
Assistance may be reimbursed. According to State of Florida and Federal regulations,
non-profit entities responding in times of disaster may request reimbursement directl�r
from FEMA. Providers responding at the request of the State Coordinating Officecr
would be eligible for reimbursement of Emergency Assistance related expenses. ThE�
Commission will furnish the Provider with additional information about expenditurE;
reimbursement as necessary. Training costs associated with providing Emergenc �r
Assistance will not be reimbursable unless arrangements are made in advance. Th�E,
Commission has identified low and no cost training opportunities statewidFs.
Providers may contact the Commission's Director of Emergency Management an�d
Volunteer Services for specific training questions and opportunities.
L. Training and Technical Assistance. Training or technical assistance provided b�r
or to the Provider, including its staff, volunteers, and related parties, or AmeriCorps
Members under this contract must be designed to facilitate the improvement of th�E;
services, strengthen the development of skills and knowledge for the staff and thE;
AmeriCorps Members, and strengthen the communities in which services az�e
provided. Training or technical assistance may be provided directly by the Provider,
a community partner (such as a local volunteer center) or other local resource:>
requested from or coordinated through the Commission.
M. National Service Activities. During the Term of the Provider Agreement the
Provider will schedule and conduct at least one direct service activity as part of th�E;
Seasons of Service, the designated national service days of CNCS.
N. Quality Assurance and Evaluation
l. The Provider will track and document progress made toward accomplishing th�e
performance measures identified in the Provider's application for funding anci.
specific deliverables of this Provider Agreement.
2. The Provider agrees to facilitate, conduct and participate in technical assistance;,
external reviews, and other continuous improvement activities related to thes;�
services.
3. To be assured of satisfactory performance of the terms and conditions of th�;;
Provider Agreement, the Provider agrees to permit persons duly authorized by th;;
Commission to inspect any records, papers, documents, facilities, goods ancl
services of the Provider that are relevant to this contract, or to interview an;>>
clients, employees, volunteers, or any other parties affiliated with the Provider
upon reasonable notice. This includes the Commission's right to conduct on-sit�E,
visits of the Providers offices and any location where the Provider is providin�;
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2012-2013 Program Year
goods or services pursuant to the Provider Agreement. The Provider specifically
agrees to assure that iinancial records will be subject, at all reasonable times, bc>
inspection, review or audit by Commission personnel or individuals authorized b,v
the Commission.
4. The Provider will conduct a minimum of one survey during the course o f
performance under the Provider Agreement to examine primary stakeholde,r
satisfaction with the program services (the "Stakeholder Survey"). The Provide;r
shall adhere to Commission guidelines in conducting the Stakeholder Surve�v
which shall seek feedback from multiple parties, including, but not limited to th��
following:
a. service recipients; and
b. any partnering organization as identified in the Provider Agreement.
5. The Commission requires participation for all AmeriCorps programs in thE,
Florida Statewide Evaluation conducted by Florida State University, unde;r
contract to the Commission.
6. The Provider will facilitate contact with community agencies ar individuals fo:r
the Commission or its consultants;
O. Records and Documentation
1. The Provider agrees to maintain records of deliverables, including reports an�ci
program and participant data; financial records, supporting documents, statistica�l
records and any other documents (including electronic storage media) arising ourt
of this Provider Agreement for a period of six (6) years after termination of this
Provider Agreement. If an audit has been initiated and audit findings have no�t
been resolved at the end of six (6) years, the records shall be retained unti.l
resolution of the audit iindings or any litigation which may be based on the terms
of this subcontract.
2. The Provider agrees to allow public access to all documents, papers, letters, o:r
other materials subject to the provisions of Florida statutes, including, but nat
limited to, Chapter 119, Fla. Stat., made or received by the Provider izi
conjunction with the Provider Agreement. The Provider's refusal to comply witlh
this provision will constitute a breach of contract.
i. Safeguarding Information. The Provider agrees not to use or disclosf;
information concerning a recipient of services under this contract for an;v
purpose not in conformity with any Florida statutes, including, but no�t
limited to Chapter 119, Fla. Stat., or federal regulations, including, but nc�t
limited to 45 CFR, Part 205.50, except upon written consent of thE�
recipient or the recipient's responsible parent or guardian when authorize�;i
by law.
ii. Assignments and Subcontracts. The Provider may not assign this
Provider Agreement, or sub-contract any portion of the work contemplate�ci
under this Provider Agreement without prior written approval of thf;
Commission. No such approval by the Commission will be deemed in an,v
manner to provide for the incurrence of any obligation of the Commissiom
in addition to the total dollar amount agreed upon in this contract. Al.l
such assignments or sub-contracts will be subject to the terms an�d
oozasoz�-� 7
2012-2013 Program Year
conditions of this Provider Agreement, and any other obligations th��
Commission may require. The Provider agrees to include audit and recorr,i
keeping requirements in all approved assignments and sub-contract�s
entered into by the Provider for any services for $25,000.00 or greater.
iii. Indemnification. Provider agrees to indemnify and holds thf;
Commission, its officers, directors, employees, affiliates, licensees, an�ci
agents harmless from any and all costs, (including reasonable attorneys,'
fees, disbursements, expenses, and court costs), expenses, damages, o:r
other liability to third parties arising from or related to this Provide:r
Agreement. The Provider shall give prompt notice as described herein tc�
the Commission of any suits, claims, or demands by third parties whic:h
may give rise to any claim for which indemnification may be requireci
under this Provider Agreement; provided however, that failure to giv�e
such notice shall not relieve the Provider of its obligation to provid�f:
indemnification hereunder except, if and to the extent that such failurE,
materially and adversely affects the ability of the Provider to defend th�f;
applicable suit, claim, or demand. The Provider shall be entitled to assumE;
the defense and control of any such claim at its own cost and expense;;
provided, however, that the Commission shall have the right to bf;
represented by its own counsel at its own cost in such matters. Neither thE�
Provider nor the Commission shall settle or dispose of any such matter izi
any manner which would adversely affect the rights or interests of th�e
other party (including the obligation to indemnify hereunder) without th�E;
prior written consent of the other party, which shall not be unreasonabl,sr
withheld or delayed. Each party shall cooperate with the other party anr,i
its counsel in the course of the defense of any such suit, claim or demandl,
such cooperation to include without limitation using reasonable efforts tc>
provide or make available documents, information and witnesses. Nothin;�;
contained herein shall constitute a waiver by either party of its sovereig�:i
immunity or the provisions of Florida statute, §768.28.
iv. Incident Reporting. In compliance with all applicable Florida Statuten,
including, but not limited to Chapter 415, Fla. Stat.; an employee or agenit
of the Provider who knows, or has reasonable cause to suspect that a childl,
elder, or adult with a disability is or has been abused, neglected o,r
exploited, shall immediately report such knowledge or suspicion to th�e
abuse registry operated by the Florida Department of Children anci
Families on the single statewide toll-free telephone number at 1-800-96 -
ABUSE (800-962-2873).
P. Insurance. The Provider agrees to provide adequate liability, fidelity, property anr.i
vehicle insurance coverage on a comprehensive basis and to hold such insurance at al.l
times during the existence of this subcontract. The Provider accepts full responsibilit�r
for identifying and determining the type(s) and extent of insurance necessary tr.>
provide reasonable financial protections for the Provider and the clients to be server.i
under this subcontract. Upon execution of this subcontract, the Provider will furnisl�i
the Commission written verification supporting both the determination and existencE;
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2012-2013 Program Ye�ir
of all such insurance coverage. The Provider shall provide proof of insuranc��
coverage to the Commission within 45 days of the Effective Date.
Q. Sponsorship
1. The Provider agrees to, in publicizing, advertising, or describing the sponsorshi.p
of a program funded wholly or in part by the Commission, state "Sponsored by -••-
- and Volunteer Florida". If the sponsorship reference is in written material, th�
words "Volunteer Florida" shall appear in the same size letter or type as the namf�
of the Provider.
2. The Provider agrees to incorporate the AmeriCorps logo and the Volunteer
Florida logo as appropriate on all letterhead, brochures, newsletters, business
cards, stationery, posters, flyers, and other written and pictorial communicatio:n
media for all programs funded wholly or in part by the Commission.
3. The Provider agrees to notify the Communications Director of the Commission as
soon as possible when engaging in contact with the media; and to provide thE,
Commission's tag line to all media contacts for all programs funded wholly or i�ri
part by the Commission.
R. Conflict of Interest. The Provider shall affirm that neither the Provider, nor any o f
its directors, officers, members or employees has any interest nor shall acquire an;�r
interest, either directly or indirectly, which would conflict in any manner or degree
with performance of the service hereunder. The Provider further agrees that in th�e
performance of the Provider Agreement, no person having such interest shall b��
employed by the Provider.
S. Nepotism. No person may hold a job or position with the Provider in which a
member of his/her immediate family exercises supervisory authority within th�e
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.
II. COMMISSION AGREEMENTS
A. Reimbursements. Complete and accurate Reimbursement Invoices will be
processed by the Commission within forty-five (45) days after receipt of the invoices.
Failure to submit a timely or accurate invoice will result in monthly payments bein�;
withheld.
B. Technical Assistance. In those instances where the Commission is unable to provid�f;
direct technical assistance to the Provider, the Commission will assist the Provider ini
obtaining any necessary technical assistance and training as determined by th�f;
Commission to be necessary for proper performance by the Provider under this
Provider Agreement.
C. Site Visits. Following any quality assurance or continuous improvement review, thf:
Commission will deliver in a timely fashion to the Provider a written report with
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2012-2013 Program Year
comments and recommendations regarding the manner in which services are bein,€;
provided.
D. Contract Continuation. The Commission will notify the Provider in writing of th��
submission date and requirements for the Provider to initiate a continuing applicatiori.,
and if approved by the Commission continuation will be executed by an amendmer.it
to the Provider Agreement or a new Provider Agreeement.
III. PROVIDER AND COMMISSION MUTUAL AGREEMENTS
A. Provider Agreement Term. The term of the Provider Agreement is for a period c�f
twelve months beginning on the Effective Date as identified above and terminating o:n
the 31 day of December (month) 2013 (year) (the "Termination Date").
B. Contract Deductions and Withholdings. The Commission reserves the right tc>
deduct the following expenses from the Provider Budget:
a. The Provider will allocate $1,000 for the Volunteer Florida Statewidf;
Evaluation.
b. Commission's Fixed Fee for Administrative Costs: $1,880.00.
c. Contract Funding Amount: $189,477.00 is the maaLimum amount to bE;
reimbursable under this agreement.
G Contract Grantee and Match Amount. The Provider agrees to contribute
$160,746.00 as cash or in-kind contributions, which represents 46% of the Provide:r
Budget.
1. If the provider is unable to meet the minimum requirement of the cash or in-kinr,i
contribution, the Provider must submit a letter of justification to the Commissior.i.
A determination will be made by the Commission, without recourse, as to thE�
merit of the justification. Based on the justification, the Commission may redua;�
the Provider's reimbursable grant amount proportionately based on the amount o:f
grant match funds expended. Notification of the Providers' failure to meet th�E;
minimum requirement should be submitted to the Commission 90 days prior tc�
the end of the Term of the Provider Agreement.
D. Type of Contract. This will be a cost reimbursement contract. Reimbursement fo:r
the contracted services will be contingent upon the documented allowabl�f;
expenditures for the specified contract period. The Commission's performance ancl
obligation to pay for services rendered under this contract is contingent upo��i
available funding from CNCS 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 available to others in the field a:t
the cost of reproduction. The Commission retains royalty-free, non-exclusive anr.i
irrevocable licenses to obtain, use, reproduce, publish or disseminate products,,
including data, produced under this contract and to authorize others to do so. Thr;�
Commission may distribute such products through a designated clearinghouse. Th:;
oozasoz�_� 10
2012-2013 Progam Ye�ir
Provider may not sell any work that includes the Commission logo without pric�r
written approval from the Commission.
F. Contract Amendments. All amendments to the Provider Agreement must be in
writing and utilize the format provided in Exhibit VI, attached herein an�ci
incorporated by reference. Further, any such amendments must be executed b��
authorized representatives of the Commission and the Provider.
G. Termination.
1. Termination at Will. This contract may be terminated without cause by either o f
the Parties upon no less than sixty (60) calendar days notice provided in writing i:n
accordance with all notice provisions included herein, unless both parties
mutually agree upon a lesser time. Notice will only be sufficient if it complies
with the notice requirements identified herein.
2. Termination Due to Lack of Funds. In the event the Commission determines
funds necessary to finance this Provider Agreement become unavailable, th�f;
Commission may immediately terminate the Provider Agreement by providinr;
written notice in accordance with all notice provisions herein. The Commissiozi
shall be the final authority as to the availability of funds.
3. Termination for Breach. The Commission may immediately terminate this
Provider Agreement for cause, including for non-compliance or breach of contrar,t
by the Provider. If applicable, the Commission may employ the default provisio�ci
in Florida Administrative Code, Chapter 60A-1.006(3). Waiver of breach of an,��
provisions of this contract shall not be deemed to be a waiver of any other breacli
and shall not be construed to be a modification of the terms of this contract. Thr;�
provisions herein do not limit the Commission's right to remedies of law or tc}
damages.
4. Overpayment. In the event that the Commission, the Provider or an audito�r
discovers an overpayment has been made to the Provider, the Provider will repa;s�
the overpayment within thirty (30) calendar days.
H. Notice and Contact. Any notice required pursuant to the Provider Agreement mus�t
be delivered by certified mail, return receipt requested, or in person with proof o:f
delivery. The primary contact for all matters relating to this Provider Agreement shal.l
be the staff listed herein, unless otherwise specified in writing. The primary contac't
will notify all parties in writing of alternative contacts should that person becom;;
unavailable.
1. The name, address and telephone number of the Commission's Prograrri
Consultant to contact regarding programmatic issues, for the contract is:
Ericka McKibbin, AmeriCorps Program Consultant
401 S. Monroe Street
Tallahassee, FL 32301
(850) 414-7400
ericka�a,volunteerflorida.or�
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2012-2013 Program Ye,ar
Cat Keen, Director of National Service Programs
401 South Monroe Street
Tallahassee, Florida 32301
(850) 414-7400
cat o,volunteerflorida.org
2. The name, address, and telephone number of the Commission's Financial contact
for contract, compliance and budget issues for the contract is:
Janis Timmons, Director of Finance and Accounting
401 South Monroe Street
Tallahassee, FL 32301
(850) 414-7400
j anis(�a,volunteerflorida.or�
3. The name, address, and telephone number of the Provider's Program Director is:
Name: Karen Maldonado
Title: AmeriCorps Program Coordinator
Address: 645 Pierce Street, Clearwater, FL 33756
Phone: (727) 562-4142 e-mail: Karen.Maldonado@myclearwater.c<;�m
4. The name and mailing address of the Fiscal Contact for the Provider is:
Name: Steven King
Title: Administrative Support Manager
Address: 645 Pierce Street, Clearwater, FL 33756
Phone: (727) 562-4190 e-mail: Steven.King@myclearwater.com
5. The physical mailing address where financial and administrative records are
maintained and the name and contact information of a Provider representative
with access to the records maintained at this location:
Name: Jean Crriggs
Title: Police Records Manager
Address: 645 Pierce Street, Clearwater, FL 33756
Phone: (727) 562-4455 e-mail: Jean.Griggs@myclearwater.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
the new representative will be rendered in writing to the other party and said
notification attached to originals of this contract.
oo2asoz�-i 12
� , . .
2012-2013 Program Year
I. All Terms and Conditions Included. This Provider Agreement and its attachments
as referenced below and incorporated herein contain all the terms and conditions
agreed upon by the parties.
Exhibit I- Approved AmeriCorps Proposal
Exhibit II — Programmatic Requirements and Performance Measures
Exhibit III — Approved Budget and Budget Nanative
Exhibit IV — AmeriCorps Provisions
Exhibit V— Budget Revision Request Form
E�chibit VI — Contract Amendment Form
Exhibit VII — Volunteer Florida Monthly Invoice Worksheet
Exhibit VIII — National Criminal History Check Status Form
, e parhes ereto ave cause is contract to e execute y eir'�
' undersigned officials as duly authorized.
Countersigned:
--G(�P,4�� c/1t�t��o�
George N. Cretekos
Mayor
roved as to form:
obert J. S tte
Assistant C Attorney
THE GOVERNOR'S COMMISSION
ON COMMUNITY SERVICE
D/B/A V UNTEER FLORIDA
Chester W. Spellman
Chief Executive Officer
CITY OF CLEARWATER, FLORIDA
By: , ' �- �,•-
illiam B. Horne II
City Manager
a
C.�:,��OFTHrr`°�< �
� N. J'
Attest: �+ � g'; �'`�
� �\ /,�� ��' �,�
, � Ca�.� ic �� �c �� � � ==`w�;� � ; �°
��. .-..:
Rosemarie Call �.�, _ ,� ���'°�
City Clerk � �;��A�� ���,�
Date: 3�� 3
. .
PART I - FACE SHEET
APPLICATION FOR FEDERAL ASSISTANCE 1.TYPEOFSUBMISSION:
Modified Standard Form424 (Rev.02/07 to conf'vmto the Corporation's eGrants System) Applicatan XQ Non-Construction
2a. DATE SUBMfiTED TO OORPOFiATION 3. DATE RECEN� BY STATE STATEAPPLICATqN DB•ffIF�2;
FOR NATIONAL AI� COIuN�IUNfTY
S�� (C�): 14-S� 12
2b. APPLICATION �:
12AC143199
5. APPLICATION NFORMATION
LEGAL NAW1E: C�earw ater Po6ce Department
DUNS NUMBER: 078307303
4. DATE RECaV� BY FED62AL AGB�ICY: I F�ff2AL DH�ITFER:
12AFF�L0070012
ADDRESS (give street address, city, state, zip code and county):
645 Pierce St
Gearw ater R 33756 - 5400
County:
6. EMPLOY�2 DB�ITIFICATION NURAB62 (B•q:
596000289
8. TYPE OF APP�ICATION (Check appropriate box j.
� N� ❑ NEIN/PREVIOUS GRAhfT�
� CONTMIUATION �X AMB�DWB�ff
Y Amendment, enter appropriate letter(s) in box(es): ��
A. AUGMENTATION B. BI�GEf REVISpN
C. NO COST IXTBJSqN D. OTFIfft (specify below):
Suppiemental Aw ard
10a. CATALOG OF F�@2AL DOMESTIC ASSISTANCE NIJ�Ht 94.006
10b. TfRE AmeriCorps State
12. AREAS AFFECTID BY PROJECT (List Cities, Counties, States, etc):
Clearw ater, Fbrida
13. PROPOS� PROJECT: START a4T� 01/02/13 END DATE: 12l20/13
15. EST�MTID �I�IJG: Year #: 1❑
a. F�AL $ 168,124.00
6_ APPI K'Ann' $ 182,099.00
c. STATE
S 0.00
NAA� AND CONTACT NFORMATqN FOR PROJECT DIRECTOR OR OTH62
PH2SON TO BE COMACT� ON MATT92S M/OLV NG THIS APPLICATION (give
area codes):
NAW�; Kare� Maklonado
T��HOPE NUlu18�2: (727) 562-4142
FAX NUA�BH�: (727) 562-4466
IYT62NET EMAL ADDRESS: karen.maldonado(�myclearvu ater.com
7. TYPE OF APPLICANT:
7a. Local Government - Municipal
7b. Law Enforcement Agency
9. NAME OF F�i/�L AGBJCY:
Corporation for National and Community Service
1 t.a. DESp2FTNE TRLE OF APPLICANTS PROJECT:
AmeriCorps pearwater
11.b. CNCS PROGRAM NfTIATNE (IF ANY):
14. CONGRESSIONAL aS1F2iCT OF: aApplicant FL 009 b.Program FL 0{I�
16. IS APPLICATION SUBJECT TO REV EW BY STAlE IXECUTNE
ORDH212372 PROCESSI
❑ YES. 7HIS PREAppLICATqWAPPLICATION WAS MADEAVALABLE
TO TF� STATE IXECUTN E ORDB212372 PROCESS FOR
REV EW ON:
DAlE
Q NO. PROGFiAM IS NOT CAV 62� BY EO. 12372
e.OTHH� $ 0.00
� f. PROGRAM INCOArE $ 0.00 17. IS THE APPLICANT DElNM]UENT ON ANY F�ER,4L D�T7
� YES rf"Yes," atlach an explanation. � NO
g. TOTAL $ 350,223.00
18. TO THE BEST OF MY KNOWL�GE AI� B�EF, ALL DATA N THIS APPLICATIOWPREAPPLICATION ARE TRUEAND CARRECT, TFE DOCIAuBJT HAS B�1
DULY A UTHORQm BY THE GOV 6iNNG BODY OF THE APPLICA NT AI� THE APPLICANT W LL COM�LY WfTH THE ATTACF� ASSURANCES � TF� ASSISTA NCE
IS AWARDED.
a. NPED NAME OF AUTFiORQ� R�F2ESBVTATNE I b. TfTLE
Karen Maldonado
d. SIGNATURE OF AUTHORQED REPRESENTATNE
Page 1
c. l'��I-IOPE MJW1662:
(727) 562-4142
e. DATE SIGN�:
09/14l12
Narratives
Executive Summary
AmeriCorps Clearwater is a January-December public safety program designed to offer members
hands on experience as public servants, foster member social responsibility, educate the communi�y
on public safety issues and improve police responsiveness to the community by members performi:ng
non-hazardous public safety activities. Each of nine full-time program members will provide i,�ao
hours annually and each of ten part-time members will provide 90o hours annually, resulting in
4�75o citizen calls responded to direcdy by AmeriCorps members, an additional i,2oo community
policing activities performed by members and 25 public safety activities conducted by members to
educate approximately 36o citizens on preventing childhood injuries.
Rationale and Approach
I. Program Design
A. COMMUNITY NEED
The Clearwater Police Department faces increasing pressure to fill a growing role in our communilty.
Police work is not restricted to catching bad guys and investigating crimes. CPD prides themselves on
providing a style of policing with face to face contact and personal relationships with their citizens.
This develops strong community watch groups, increases their sense of safety and provides valuab�le
public safety education to help prevent crime and decrease childhood injuries throughout the
community. Over the past several years of economic hardship, including annual tax and budget c�uts,
the citizens of Clearwater have faught to maintain this relationship and list of services. Clearwater
residents have repeatedly voted down attempts to dissolve the Clearwater Police Department and
replace it with services from the Pinellas County Sheriffs Office.
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As a consequence of these same economic hardships, increased calls for service and department
manpower shortages have caused excessive workloads and delayed response time to citizen calls fr,�r
service. In 2oii, the Clearwater Police Department received over 165,746 calls for service from our
citizens. This is an increase of over 4,50o calls from the previous year and an increase of over 8,5��0
calls from just five years ago. Basically, CPD is receiving more calls with fewer o�cers to respond. to
them. The Community Liasion officers are also overloaded with requests for public safety educati��n
and community outreach activities. In 2oii they conducted 85 presentations, attended 60
community meetings and participated in 2o community events. This is an increase of io5 activiti��s
from their inception in 2010 when they participated in just 6o activities. We are only half way
through 2oi2 and they have already participated in 6� activities with requests coming in from the
community on a daily basis.
Consequently, AmeriCorps members are a valuable resource that boosts manpower to allow the
Clearwater Police Department to be more responsive to the community and increase public safety
education. (Note: AmeriCorps members are trained to assist with basic needs and improve
department responsiveness. They are not meant to replace sworn officers or other department staft. In
the event of losing the AmeriCorps program, the department would replace this assistance by
expanding its' current volunteer and internship programs.)
B. MEMBER ROLES AND RESPONSIBILITIES
AmeriCorps Clearwater focuses on; but does not limit to, recruiting students studying Criminal Ju:>tice
or Public Safety Administration. This provides members with basic law enforcement knowledge arid
an interest to learn and achieve within the program. All members are provided extensive training in
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areas such as traffic control, police codes and radio usage, safe vehicle operation, CPR/First Aid, pawn
slip entry, basic report writing and other law enforcement related subjects. This provides a young and
active group of service providers ready to assist Clearwater citizens in all areas and possibly becom.e
permanent public servants post-AmeriCorps (sworn officer or other law enforcement personnel).
AmeriCorps Clearwater will enroll ig AmeriCorps members; 3-5 bilingual (Spanish} into service tca
supplement the crime prevention, public safety education and policing activities of the Clearwater
Police Department. The program will offer 6 full-time member positions and lo half-time positior.�s.
Full-time members will serve 35-4o hours per week, and half-time members will serve 25-3o hou�s
per week. All members will report to the Clearwater Police Department before they begin their shrifts.
Program activities are designed so that there is no "typical day" for an AmeriCorps Clearwater
member which keeps their service experience fresh and motivating. On any given day, AmeriCor��s
Clearwater members may find themselves patrolling parks and school grounds, conducting homel'.and
security spot checks, writing non-hazardous police reports, working tra�c safety details, register'vng
bicycles, conducting a public safety presentation or disseminating crime prevention information tc� the
community. They may also be entering data into the crime analysis system, installing child
passenger safety seats or translating a safety presentation into Spanish.
Members will be assigned to the Clearwater Police Department, and one of two area high schools c�r
middle school. School Resource Ofiicers are staffed at each of the high schools and middle school and
serve as the members' site supervisor, monitoring and verifying service activities, hours and
assignments. The program director is the supervisor at the Clearwater Police Department, monitaring
and verifying activities, service hours and completion of assignments. It is the responsibility of the
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program director to verify member service hours through contact with the school resource off'icer;,,
community agencies and patrol officers with whom the members serve.
C. MEMBER SELECTION, TRAINING, SUPERVISION & EXPERIENCE
i. Member Recruitment
Program staff will recruit 9 Full-Time (i�oo hour) and io Half-Time (90o hour) members into
service. We intend to aquire 3-5 bilingual (Spanish) members per program year. AmeriCorps
members will receive a living allowance and an education award upon completion of the program..
While recruitment is a year-long process, concentrated efforts start in late September for member;�,
starting in January, and in early April for members starting in June. Our target population are hi.;gh
school graduates with an interest in law enforcement. New members are recruited primarily frorn.
local colleges, universities, local high school seniors and referrals from police department staff. Th�ese
individuals are more likely to bring an understanding of public safety to their service, benefit from the
experience developmentally and complete their education by using the AmeriCorps education awa�rd.
College recruitment focuses schools with Criminal Justice and Public Safety Administration progr�ims.
The program director will meet with counselors and academic advisors prior to the fall semester start
to disseminate program information and engage their assistance in identifying candidates. Progra�m
staff will distribute program brochures and posters throughout the community and job, internshi�r and
service fairs. The Clearwater Police Department will also assist through postings in newsletters, tYie
city listserv and referrals from police off'icers. Recruitment efforts will also be made through print and
social media. Personal contacts with community residents will be used, and members themselves,
while not formally engaged in recruitment, will be encouraged to refer prospective candidates.
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Minimum member qualifications and essential skills and abilities are detailed in the AmeriCorps
Clearwater Member Position Description and shared with each candidate prior to application. Bec.ause
members must serve in a law enforcement environment, candidates must meet the requirements �of
law enforcement applicants. They are required to undergo an extensive background screening,
National sex offender check and a criminal history check. All applicants undergo an extensive
interview with a board of three individuals. The board consists of the program director, Sgt. of the
Special Operations Division, and one AmeriCorps team leader. Interview topics consist of teamw<�rk,
ethics, motivation to serve, scenarios, accomplishments, challenges and perception of law
enforcement. Applicants are also encouraged to spend a half-day serving with the team leaders ta
ensure they understand the nature of the program. This allows the applicant to see the program first
hand and gives the team leaders a better understanding of the potential member.
AmeriCorps Clearwater is proud to seek a diverse corps, including members with disabilities to en�ure
their future participation. To identify candidates, the program reaches out to entities that spec�c�3.11y
serve the disabled population such as the Florida Department of Education Office of Vocational
Rehabilitation Services, Service Source, Inc- Pinellas County High School High Tech and the St.
Petersburg College Office of Services to Students with Disabilities. As a program of the City of
Clearwater, AmeriCorps Clearwater is committed to the inclusion of qualified persons with disabilities
in the provision of its services and to removing any barriers that would prohibit it. The City of
Clearwater Equity Services Department promotes the dignity and worth of all people, as well as
facilitating the City ADA Advisory Committee objectives regarding accessibility issues with respect to
City-owned buildings and facilities. When reasonable accommodations are needed, AmeriCorps
Clearwater can use Equity Services to secure them.
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2. Member Development and Training
Members will begin AmeriCorps Clearwater with two-weeks of orientation and pre-service training
starting the first week of January and for June start members orientation begins the first week of
June. Training topics include AmeriCorps 101, department policies and procedures, team building,
Citizenship, member development, safety protocols, safe vehicle operation, traffic control, police cc�des
and radio training, ACISS report writing, pawn slip entry and many others. At the end of the prog;ram
orientation, members are given their assignments and shift schedules which are revised on a monl:hly
basis. Members are also introduced to target neighborhoods, community partners and given a tour of
Clearwater. Members will gather on a monthly basis for additional trainings such as Intro to Dis�ster,
Diversity, CPR and other required trainings. Member meetings are held once a month, in which
members and staff reflect on service experiences, plan future service projects and engage in team-
building activities.
Sixteen AmeriCorps members will have various opportunities to be mentored by police staff. They are
required to complete three ride-alongs or shadowing experiences before the end of the program ye�ar,
which may include riding with a patrol officer, attending a K9 unit training, shadowing in the
Communication Center (dispatch), riding with a CSI technician and other opportunities. Four
members belong to our Beach Anti Crime Team and have weekly shifts where they work directly with
officers in this division. Most members will serve at a local school and receive mentoring from ona of
three School Resource O�cers. All members have regular contact with the Special Operations
Sergeant and other CPD staff inembers.
3. Supervision
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To ensure adequate support and supervision, the program director implements a structured servia�
environment. The program director monitors and verifies service activities on a daily basis, and
members are expected to maintain on-going communication with the program director while the;y are
out on assignment. In addition, the program director performs monthly site visits at the schools, and
attends all trainings, service projects and teambuilding activities to provide necessary support and
guidance.
In addition to the program director, members may be supervised by various Clearwater Police officers
or other personnel assigned to their duty service site. Examples include the School Resource Offic�ers,
the Sergeant assigned to the Beach Anti-Crime Team and non-sworn staff in the crime analysis t�nit
and at the main station front desk. These additional supervisors are provided with an initial progr,am
overview and site expectations to start the year and kept up to date with weekly newsletters and
ongoing contact with the program director.
4. Experience
We anticipate that most of our members will pursue a career in law enforcment. We have designed
AmeriCorps Clearwater to provide them with unique professional development opportunities.
Specialized sections of the police department provide trainings to the members on a regular basis ;�ind
members are given the opportunity to complete ride alongs, participate in police training sessions,
attend field trips to other law enforcement agencies and hear speakers on various industry topics.
Members wear police issued uniforms, are trained on and utilize police issued radios and patrol in
police marked vehicles. This experience is a unique, hands on opportunity for them to see police rNOrk
and gain community interaction from the front lines. Members receive training and assist with n�on-
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hazardous activities such as traffic direction, disabled vehicle assists and basic patrol duties in loca)l
parks, beaches and neighborhoods. They maintain direct citizen contact in all areas of their job
including tutoring, service project participation and public safety events and education presentatians.
AmeriCorps Clearwater recognizes the importance of building solid relationships among member;c of
the Corps and promoting team unity. Members are continuously involved in teambuilding activitues
and service projects to bring them together. One of the activities the program provides is a member
retreat, which involves a day of team building at a local ropes course along with lunch and reflection.
From experience, team unity and esprit de corps is a significant piece to member retention. The
prvgram seeks to provide various trainings and growth opportunities to the members to keep them�
involved, motivated and committed to the program.
5. Identifying with AmeriCorps and Embracing Civic Responsibility
Members showcase the AmeriCorps brand on a daily basis. Uniforms are worn at all times durin€;
service and include police collared shirts with the AmeriCorps patch highly visible over the left bres�st
pocket, AmeriCorps t-shirts worn during service projects and community activities and other bran:ded
gear provided as part of their program experience. These items are on constant display to the public
and daily contact with citizens prompts many conversations about AmeriCorps. Members are
encouraged to promote the program and share their experiences to spread the word about AmeriC:orps
and our community outreach. Depending on their tertn of service and performance, members m�;iy
also possess personal AmeriCorps gear given as gifts or awards. These items may include logo
backpacks, sweatshirts, jackets, reusable water bottles, lanyards, bumper stickers and more. Thesc
items are used in their personal lives and also prompt them to speak about their AmeriCorps
experience.
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Outside of displaying the AmeriCorps emblem, identification with AmeriCorps and service ethics is
stressed throughout the program year. On the first day of orientation, the history and expectations of
national service are discussed in detail inlcuding introduction to Volunteer Florida, AmeriCorps an�d
CNCS. Orientation concludes with our Corps' participation in MLK Day of Service activities;
conducted with our friends at AmeriCorps Hillsborough Reads and Senior Corp, to emphasize to e;ach
member that they are a part of an important national movement. From this point forward, all
members complete weekly activities that directly serve citizens in collaboration with community
agencies and participate in various community service and training activities with other local
AmeriCorps programs. Beyond this, members are encouraged to participate in various group service
projects, volunteer outside of their AmeriCorps duties and recruit friends and family to volunteer ��rith
them.
Members are also encouraged to reflect upon their service through "Experience Journals" collecte�i bi-
weekly with their timesheets and read and reflected on by the program director. Various reflectio�a
exercises will be performed after each service project and periodically throughout the year during
monthly team meetings and team building activities. A wrap up reflection piece involving the
"Experience Journals" will also be performed to close out the year at the final team meeting in
December.
Members will also be expected to exemplify active citizenship in our community. Citizenship traii:�ing
is also conducted early on in orientation and reviewed several times throughout the year to promcate
voting, volunteerism and their role as public servants. AmeriCorps Clearwater expects members t�o
arm themselves with knowledge about the assets of our communities. To accomplish program
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objectives, members must work with city residents and community groups to plan projects and ev�ents
that address community needs. They will be called upon to inspire community residents to servic.�e.
The motivation and recruitment of community volunteers is a program performance measure in i.ts
own right. Through training and interaction with residents, AmeriCorps members will not only better
understand the issues facing our communities, but also apply their knowledge to address commur�.ity
needs
D. OUTCOMES: PERFORMANCE MEASURES
The program will measure outcomes of proposed activities by following systems in place as it relafies to
the performance measures. During the 2oi3 program year the following performance measures a.nd
their outcomes will be targeted.
i. Child Safety Education
Members will educate at least 36o citizens on preventing childhood injuries. These presentations dnd
activities will take place at least twice per month and concentrate on preventing childhood injuries
through bicycle and pedestrian, child passenger, water and other related safety topics.
To accomplish this objective members will: i) participate in safety presentations and events with
SafeKids Coaliton professionals and CPD Community Liaison officers, 2) conduct bicycle rodeos arid
helmet fittings with All Children's Hospital Safe Routes to School staff and 3) perform safety check:s
and educate the community on Child Passenger Safety.
2. Increased Community Safety
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ensure targets have been accomplished.
F. THE BIG PICTURE
AmeriCorps Clearwater has a strong plan to meet the needs in our community. As representatives of
the Clearwater Police Department, members perform non-hazardous duties including park and
neighborhood patrol, public safety education, traffic direction and enter pawn slips. All of these
services help to improve police responsiveness to the community, which has been delayed due to
manpower shortages. Another important impact the program has on the community is by increa;sing
the availability of public safety education to citizens through member participation in presentation.s
and safety related activities such as bicycle rodeos and safety fairs.
In addition, the AmeriCorps Clearwater program increases the pool and number of well-qualified
police officers by training and preparing members for future careers. To date, 20-25 AmeriCorps
Clearwater alums are serving as police officers in agencies throughout Florida, i8 of which are off;icers
at the Clearwater Police Department and one is an FBI agent.
The big picture is the strengthening of the Clearwater community through a stronger and more
responsive police department, increased public safety information and services to all residents (Spdnish
and English speaking) and the cultivation of strong, skilled public servants (our members) that willl
continue to serve their community throughout their lives.
Organizational Capability
II. Organizational Capability
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A. ORGANIZATIONAL BACKGROUND AND STAFFING
1. History and Staf�ng
The Clearwater Police Department was established in i9i6 and their mission is to strive to consistE=.:ntly
provide impartial, professional, community-oriented police services, delivered by courteous,
competent, dedicated employees, resulting in an enhanced quality of life for their citizens and the
enrichment of their valued employees.
Today, the police department employs 362 people, including 23i sworn Police O�cers who provid?
patrol, law enforcement, crime prevention and other law enforcement-related services to the resic�ents
of Clearwater. Key staff positions for the program include the AmeriCorps Clearwater program
director (grant funded), the Clearwater Lieutenant and Sergeant of Special Operations (not grant•�
funded), and the Senior Accountant (not grant-funded). The Lieutenant oversees the AmeriCorp;�
grant and approves all program expenditures. The Sergeant of Special Operations is the direct
supervisor to the AmeriCorps program director. He provides general administrative support and
guidance, and acts as the link between the AmeriCorps program and the police department. The
AmeriCorps program director is the primary contact and devotes 100% of her time to the daily
administration of the AmeriCorps Clearwater program, program planning, operational and budge�t
management, assessment, reporting, and assignment and supervision of inembers. The Senior
Accountant is the secondary contact and provides on-site fiscal support to the program, as well as
working closely with the program director to ensure fmancial reports are submitted in an accurat��
and timely fashion. The Lieutenant and Sergeant of Special Operations, and the Senior Accounta:nt
bring a wealth of more than 2o years of law enforcement experience and more than io years in g:rant
management to benefit the AmeriCorps Clearwater program.
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2. Organization Experience
Clearwater Police Department has successfully overseen the AmeriCorps Clearwater program since
2005. The AmeriCorps program is an important component of the department and CPD has
historically matched, and some years exceeded, CNCS funding. In addition to AmeriCorps, they riave
overseen similar programs such as their former cadet program, other specialized grant programs,
internship programs and their current volunteer program. The department has many
accomplishments over the years. Most recent, and involving two 2oi2 bilingual AmeriCorps mem bers,
the Vera Institute in NYC will highlight the Hispanic Outreach Center Program and the Human
Trafficking Initiative in their 2oi2 annual report for best practices relating to immigrant relations.
The Chief of Police has mentioned on numerous occasions; to program staff, the CEO of Voluntef�r
Florida and the public, the importance of AmeriCorps Clearwater to the department. He is a strori.g
supporter and feels the program adds great value to the department in regards to the services they�
provide and the potential law enforcement personnel developed in members. The AmeriCorps
members are an extension of the police o�cers and the department depends on them to assist citicens
and meet community needs.
3. Success in Securing Match Resources:
Clearwater Police Department has made a commitment to the program next year and beyond,
already setting aside funds for future program years. The senior accountant provides on-site �sca.l
support to the program, as well as working closely with the program director to ensure financial
reports are submitted in an accurate and timely fashion. Overall, the police department is commutted
to providing resources and support to ensure the program runs smoothly and effectively.
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AmeriCorps Clearwater has been funded since 2005 at an average rate of $i49,000 per program ;year,
over the past five years. The organization match averages 53% of program costs over this time period
and is set to remain in that range at 52% match for 2o1g. The AmeriCorps Clearwater program h�as
averaged approximately g% of the total Clearwater Police Department operating budget over the ;��ame
iive year period and with a projected budget of $35.� million for 2oi2-2o�3, is slated to cover the ;�ame
9% in 2oi3.
As evident in our budget narrative, AmeriCorps Clearwater has secured a total cash match of
$io5,654 from the Clearwater Police Department for 2oi3. These funds come from the Special I.�iw
Enforcement Trust Fund, which is composed of property and cash seized by the police and availal:�le
for use only to programs and activities related to drug and crime prevention, safe neighborhoods a.nd
school resource officers, which AmeriCorps participates in all. Cash match funds are applied to
program director salary and member costs. In addition, in-kind commitments equal $�6,445 of t:he
total program budget. These are detailed on the budget narrative and include, administrative
oversight, office space for program staff and members, equipment, vehicle use for program
operations, member uniform materials and instructor/trainer time.
4. Success in Securing Community Support
Solving problems through partnerships is the fundamental principle of policing and it was a
commitment to this approach that led to the creation of AmeriCorps Clearwater. Most program
success can be credited to the excellent partnership AmeriCorps Clearwater has engendered with �roth
the police department and a multitude of other community and city groups. Community partne:rs
consist of a variety of public and private secular and faith-based service organizations. These include
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organizations such as Florida Suncoast SafeKids Coalition, Pinellas County Schools, Service Sourc:�e,
Inc., RSVP, Keep Pinellas Beautiful, Operation Graduate, Hispanic Outreach Center and Religious
Community Services (RCS) . All community partners are chosen based upon the �t of the agenc;y
mission to that of AmeriCorps Clearwater, and ability to serve and access target populations in thr:s
community. In addition to serving as collaborators on service projects and in the planning of
community events, community agencies occasionally supervise members, contribute feedback for
program evaluation purposes, help in the recruitment of future members and volunteers and hel��
AmeriCorps stay focused in on community priorities.
5. Program History of Success
The AmeriCorps Clearwater program is a vital player in the Clearwater Police Deparment. In 2oin,
AmeriCorps saved $6i5,i94 of police officer time or 20,418 hours. In the iirst quarter of 2012,
AmeriCorps has saved a total of $136,320 of police officer time or 4�524 hours. This actually equa.tes
to achievement of half of our target in only a fourth of the year. The time and funds saved help bcbost
manpower and resources to respond faster and more frequendy to citizen calls for service and requests
for education.
AmeriCorps Clearwater has celebrated many additional accomplishments, evident in the program's
monthly, quarterly and annual progress reports to its state commission. It has reliably achieved �nd
frequently surpassed it's program performance measures and has received local, state and even
national recognition for its efforts. In 2oii, AmeriCorps Clearwater was chosen to host an impor�.ant
meeting and presentation with former CEO Wendy Spencer and a representative from Cognressrri an
Bill Young's ofiice. Most recendy, AmeriCorps members were spotted on duty during Spring Brea.k
2012 and impressed a local reporter enough to feature the program in our regional Tampa Bay Ti�nes
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Members will improve community safety by assisting in the execution of non-hazardous activities
including safety education on preventing childhood injuries, city patrols, data entry of pawn slips �.o
determine crime patterns and assist in stolen property recovery, assistiance in our local high and
middle schools, customer service at the main station front desk, basic report writing and respondirig to
non-hazardous citizen calls for service.
To accomplish this objective members will: i) assist sworn officers with at least 4,75o citizen calls for
service such as disabled vehicles, traffic accidents, tra�c direction assistance, lost/found property s�nd
2) perform i,2oo additional community safety activities such as pawn slip entry, basic report writi.ng,
front desk customer service, assisting school resource officers and closing community parks.
3. Volunteer Recruitment
Members will promote community strengthening by recruiting 6o citizens to serve 20o hours of
service as volunteers during AmeriCorps service projects and community policing events. Volunte:ers
may serve one time or on a continual basis. AmeriCorps Clearwater strives to see recruited volunl�eers
join the Clearwater Police Volunteer Program and serve on a regular basis or even apply to becom e
future AmeriCorps members.
To accomplish this objective: �) each member will be required to recruit at least three volunteers
throughout the program year, 2) volunteers will serve alongside AmeriCorps members and assist ��vith
community events, service projects and public safety presentations. Volunteers will be required to iill
out the sign-in log at each activity. This log will be created and maintained by the program director
and will reflect the volunteer name, activity date, time in and out, total hours served and activities;
performed. The data will be collected and analyzed byt he program director on a monthly basis to�
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publication. They made the front page of our counry section and the program received many posxtive
follow up calls, interested recruits and proud staff and citizen comments from the experience.
B. SUSTAINABILITY
AmeriCorps Clearwater staff and a new sustainability committee, which will be formed and meet in
the summer of 2oi2, will work on a plan that will incorporate the existing Clearwater Police Volu�iteer
program and an enhanced student internship program into the Clearwater Police Department.
Volunteers and student interns perform similar tasks as the AmeriCorps members, including pawri slip
entry, neighborhood patrols, public safety presentations and community service projects. Students
will gain college credit and volunteers and students will gain valuable experience in law enforcement
and public safety. In turn, sustaining AmeriCorps services to the community.
The Clearwater Police Volunteer Program was formally established in i997 as a logical outgrowth. of
the Department's comrnunity policing strategy. One of the strongest elements of that strategy is t:he
strong ties that have been established between police and the community. In reaching out to the
community over the years, the Clearwater Police Department came to realize that any successful
community policing/crime prevention program would have to include the active participation of
Clearwater's citizens. While the department had utilized civilian volunteers on an informal basis i:n
the past, it was in i997 that the idea of establishing a formal Volunteer Program to supplement the
existing staff finally became a reality.
Currently, the program has 52 volunteers enrolled that individually serve on average i2 hours pet�
week. The program is registered as a Volunteers in Police Service (VIPS) program under the USA.
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Na rratives
Freedom Corps. To ensure a diverse volunteer group, volunteers are recruited via word of mouth�,
various media and volunteer fairs. They attend an extensive week long orientation and training, s��nd
are provided with on-going training throughout the year. The volunteers augment sworn officers� in
non-hazardous situations such as parking enforcement, bicycle registrations, business emergency
contact records, minor traffic crashes and much more. The police department looks for civic-minded
citizens who are willing to volunteer their time to improve the quality of life in the community.
The Clearwater Police Department is currendy experimenting with various interns from both the high
school and college level. Within driving distance to our city there are at least three schools with
Criminal Justice and/or Public Safety Administration programs. These include the University of
South Florida (Tampa and St. Petersburg campuses), the University of Tampa and St Petersburg
College. Pinellas County Schools also sponsors a Criminal Justice magnet program at Pinellas Pa�•k
High School where seniors are rotated into internship spots during two semesters per year. Intern�s
are unpaid, but receive school credit and valuable law enforcement insight and experience. They ,:�lso
serve with AmeriCorps members to expose them to the program for recruiting purposes. Interns
currently serve 4-�o hours per week in shadowing sessions, but hours, training and duties can be
increased as needed.
C. COMPLIANCE AND ACCOUNTABILITY
AmeriCorps Clearwater strives to maintain absolute compliance with federal and state requiremernts.
During a recent desk audit for the 2oii program year a question arose regarding National Crimin,al
History checks. All questions were satisfactorily answered and no compliance issue was found.
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Currently, the program director (the primary grant contact) and senior accountant (the secondar�r
grant contact) work together to insure compliance is met and all issues corrected in an efficient arnd
effective manner. The program director and senior account meet regularly with divsion superviscirs
and upper management to provide progress reports and to discuss progress towards achieving
performance measures. To ensure continuous program improvement, the program currently
distributes an annual stakeholder survey to lead agency staff inembers, program partners and
community organizations come into comtact with members. The program director and Lieutenant
review the survey results, and once the results have been analyzed, the imdings are then shared with
department staff, community partners, and the AmeriCorps members. In 20�0, 94% of commurnity
stakeholders strongly agreed or agreed that the AmeriCorps Clearwater program has made impor�:ant
contributions to making the Clearwater community safer. The feedback we collect from the surv eys
provide valuable data for future planning and monitoring of the program in order to provide the xiest
services to the citizens of Clearwater.
AmeriCorps Clearwater is in complete compliance with the Florida Statewide Evaluation. The
program director and all community partners have completed the required surveys. AmeriCorps
Clearwater fully supports the Statewide Evaluation and will continue to participate when requeste��d to
do sa
D. RECENT PROGRAM OUTCOMES
i. Enrollment and Retention
During the 2oio-2o1i period, the program ended the year with a i00% enrollment rate and an 8c�%
retention rate. Out of �8 slots, two members voluntarily left the program early due to personal
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reasons.
At the close of recruitment for the 2oii-2oi2 period, five members elected were chosen to continu.e
the program and ten new members were added. Currently, the 2oi2 program has 13 active members.
Unfortunately, one member exited early for personal reasons and another was let go due to
attendance issues. This puts the program at a �8% enrollment rate and a retention rate of 8�%. T'he
program is currently recruiting 4 half-time members to begin their service on June i9, 2oi2, whic.h
will put the program at a 100% enrollment rate.
During 2oi3 the program intends to strive for 100% retention by requiring a pre-orientation ride �long
with AmeriCorps members to ensure that applicants understand exactly what they are getting
involved in and stronger interview questions to focus on applicant availability and understanding �of
expectations. The program will also strive to increase team building activities to strengthen bonds; and
the feeling of responsibility toward the program and team as a whole.
2.Performance Targets and Demonstrated Compliance
In 2oii, AmeriCorps saved $615,i94 of police officer time or 2o,4i8 hours. The program also
recruited �8 community volunteers who completed 4ig hours of service. These figures greatly
exceeded all performance targets set. In the %rst quarter of 2oi2, ArneriCorps has saved a total of
$i36,320 of police officer time or 4,524 hours. So far, members have recruited 25 community
volunteers who completed 99 hours of service. This actually equates to achievement of half of our
performance targets in only a fourth of the year. We have altered our performance targets for 2o:k.3 in
order to raise the bar, challenge the members and continue program growth.
Cost Effectiveness and Budget Adequacy
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II I. Cost Effectiveness and Budget Adequacy
a) Efficiency:
AmeriCorps Clearwater enjoys solid financial support from its primary partner at levels that are ir,�
excess of the federal matching requirements for the program. The proposed program services are to
increase police responsiveness to the community and provide public safety education activities to
community members that the City would not be able to provide otherwise. The amount of mone;yr
AmeriCorps Clearwater saves the Department is over $400,00o per year and continues to increase
over time. The program is also cost-effective as it relates to the program budget. Since the police
department provides unlimited in-kind resources to the members and the program, the cost per M[SY
is extremely cost-effective, and the program has the ability to operate a less cosdy budget.
The proposed cost per MSY equals $i2,009 for the program year. A new sworn officer costs the
department approximately $75,00o for the year, which is $6i,�oo more than a full rime AmeriCcirps
member. The Clearwater Police Department does not have the budget to spend $825,00o to hire �.i
new officers, but can easily handle their cash match of $io5,654 for i4 MSY through AmeriCorp;;.
The AmeriCorps members by no means replace the missing officers, but they allow the existing st,:►ff
to maximize their resources and increase responsiveness to the community. The cash match of
$io5,654 is a mere o.23% of the CPD overall budget making it extremely cost effective for the
organization. These funds come from the Special Law Enforcement Trust Fund which is compose�d of
seized property and cash and can only be spent on programs related to crime and drug prevention,
safe neighborhoods and school resource officers.
The program is also very cost effective for the CNCS as the Clearwater Police Department historic<illy
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Narratives
matches or exceeds the Corporation's funding. In 2oii CPD funded the program at 48% and is sl.ated
to cover 52% in 2oi2. This leverages federal funds and doubles it's value and effectiveness turnin�;;
$i82,o99 into a $350,223 Program.
b) Diversity of Non-Federal Support
AmeriCorps Clearwater has secured non-Corporation resource commitment both in-kind and casli
match dollars from the Clearwater Police Department. CPD offers access to valuable in-kind
resources such as City vehicles (marked police trucks, City gas and repair facilities), City employeF=.:
training (vehicle operation, CPR/First Aid, report writing and traftic control), uniforms,
communication equipment and office computers accessible to members. In-kind assistance equa:ls a
value of $�6,445• Additional outside in-kind resources include the American Red Cross who proviaies
member Disaster Relief training and Volunteer Florida who provides Disability Awareness trainin�:;.
c) Decreased Reliance on Federal Support:
It is the police departments' intent to replicate the AmeriCorps program in the absence of federal
support by creating a program utilizing volunteers and student interns who will provide AmeriCoi•ps
like services to the community. However, it is unlikely that the police departments' resources will
cover the full costs of inember stipends, child care and education award. AmeriCorps Clearwater ��nd
its community partners are scheduled to meet in the summer of 2oi2 to begin implementation of ;a
solid sustainability plan, utilizing non-federal funds.
d) Budget Adequacy
AmeriCorps Clearwater has proposed a cost-effective and well-established budget for the Zoi3
program year. The program successfully implements its budget and continues to allocate dollars
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without over usage of federal or local funds. Budget allocations are aligned to support the progra.m
design and member activities. With the lead agency's support, the program is able to provide a
sufficient budget that is monitored and implemented correcdy.
Evaluation Summary or Plan
Clearwater will continue to participate in the Florida Statewide Evaluation conducted by Florida 5tate
University which includes responding to online surveys twice per year and assuring participation �by
our community partners.
Amendment Justification
Supplemental funding and additional MSY has been approved - Clearwater will hire 3 additional T�ull
Time members.
Clarification Summary
N/A
Continuation Changes
N/A
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Performance Measures
Grant Characteristics
� AmeriCorps Member Population - Corrrrx�nities of Color
�x AmeriCorps Member P�pulation - Low-income �dividuals
❑ AmeriCorps Member Population - Native Americans
❑ AmeriCorps Member P�opulation - New Americans
❑ AmeriCorps Member Population - Older Americans
❑ AmeriCorps Member P�pulation - People w ith Disabilities
❑ AmeriCorps Member Population - Rural Residents
�x AmeriCorps Member Population - Veterans, Active N�ilitary, or their Families
❑ AmeriCorps Member Pbpulation - None of the above
❑ Geographic Focus - Rural
x� Geographic Focus - Urban
❑ Encore Program
Focus Areas
❑ Capacity Building
Se%cted for National Measure
❑ Education
Selected for National Measure
❑ Heafthy Futures
Selected for National Measure
❑ Environmental Stew ardship
Selected for National Measure
❑ Veterans and Nilitary Families
Se%cted for Nationa! Measure
❑ Economic Opportunity
Selected for National Measure
Ox Other
Selected for National Measure
❑ Disaster Services
Selected for National Measure
❑
❑
❑
❑
❑
❑
❑
❑
Grand Total of all MSYs entered for all Focus Areas
Service Categories
Community Policing/Community Patrol
None of the Above/Other
14
Primary �
R-imary ❑
Secondary ❑
Secondary �
� Child Safet�- Educ�tion �
Focus Area : Other
Service Category: Community Policing/Community Patrol
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Measu�e Category:Not Applicable
Strategy to Achieve Results
Briefly describe how you will achieve this result (Max 4,000 chars.j
Members will be assigned to work with local SafeKids Coalition professionals and Community
Liaison officers to create public safety presentations and educational activities and present them in
various public forums. Subject areas will include child passenger safety, bicycle and pedestrian
safety, water and pool safety and other information to educate on child injury prevention. Target
audiences will include school children, parents, teachers and caregivers; including offerings in
Spanish to our large Hispanic population.
� ._ .. __._ ,.. .w ___. . .� , .. _��.�_ ., _ . _ , _ , ,_ w ,
Results . .. ,.; � . ; ;. __ ... _.<u. �_ .
Result: Output '
Members will offer child injury prevention education to at least 36o citizens, an average of twice per
month, including bicycle and pedestrian, child passenger seat and water safety.
Indicator: Number of citizens receiving education regarding preventing childhood injuries
Target: 360 citizens w ill be educated on preventing childfiood injuries
Target Value: 360
Instruments: Sign in/Attendance sheets at each presentation and event
PM Statement: Members w ill offer child injury prevention education to at least 360 citizens, an average of tw ice per
month, as measured by activity sign in and attendance sheets.
Prev. Yrs. Data:
Result: Intermediate Outcome
�5% of participating citizens will report that they gained valuable knowledge on how to prevent
childhood injuries.
�dicator: percent of participants w ho gained know ledge on preventing childhood injuries
Target: 75% of participants w ill gain know ledge on preventing childhood injuries
Target Value: 75%
Instruments: post activity surveys
PM Statement: 75% of participating citizens w ill report having gained know ledge on preventing childhood injuriF:s as
measured by participant surveys conducted after each presentation or event.
Prev. Yrs. Data:
Improved Commanit�° Safetv
Focus Area: Other
Service Category: Community Policing/Community Patrol
Measure Category:Needs and Service Activities
Strategy to Achieve Results
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Page 27
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will improve community safety through assisting with non-hazardous activities including
safety education on preventing childhood injuries, city patrols, data entry of pawn slips to determine
crime patterns and assist in stolen property recovery, assistiance in our local high and middle
schools, customer service at the main station front desk, basic report writing and responding to non-
hazardous citizen calls for service.
Results
Result: Output
Members will complete at least i,2oo additional community safety activities including pawn slip
entry to determine crime patterns and return stolen property, main station front desk assistance
with direct citizen contact, basic report writing, assisting SROs in local schools and closing
community parks.
Indicator: number of additional community safety activities compieted by members
Target: 1,200 addifional community safety activities completed by members
Target Value:
Instruments:
PM Statement:
Prev. Yrs. Data:
1200
Certification statements submitted by affected department divisions and member timesheets
Members w iil complete at least 1,200 additional cormx.�nity safety activities as measured by
certification statements and member timesheets.
Result: Output
Members will improve community safety through assisting sworn officers to respond to at least
4,75o non-hazardous citizen calls for service which may include disabled vehicles, traffic accidents,
traffic light malfunctions, lost and found property and other reported incidents.
Indicator: number of cails members assist w ith
Target: 4,750 calls members assist w ith
Target Value: 4750
Instruments: ��nication Center statistical reports
PM Statement: Members w ill directly assist w ith at least 4,750 non-hazardous citizen calls for service w hich Wr ill
improve community safety as measured by Communication Center statistical reports.
Prev. Yrs. Data:
Result: Intermediate Outcome
Members will respond to 4,75o non-hazardous calls for service that will result in 90% of the calls
closed and citizen needs met.
Indicator: percentage of citizen calls for service responded to by AmeriCorps closed
Target: 90% of of citizen calls for service responded to by AmeriCorps w ill be closed
Target Value: 90%
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Page 28
Result: Intermediate Outcome
�struments: ��nication Center data reports
PM Statement: Members w ill respond to 4,750 non-hazardous calls for service that w ill result in 90% of the calls
closed and citizen needs met as measured by comrrxanication center data reports.
Prev. Yrs. Data:
Focus Area: Other
Service Category: None of the Above/Other
Measure Category:Strengthening Communities
Strategy to Achieye Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will support the Clearwater Police Department's efforts to promote community
strengthening by recruiting 6o individuals to serve as volunteers in AmeriCorps, Service Events and
community policing activities.
Results ,
Result: 0utput ` _
After one year, 6o recruited volunteers will provide 24o hours of service.
Indicator: number of volunteer hours
Target: 240 volunteer hours
Target Value: 240
Instruments: spreadsheet, event sign in sheets
PM Statement: After one year, 60 member recruited volunteers w ill serve 240 hours w hile assisting w ith vario�us
AmeriCorps, community service and public safety related activities as measured by event sign in
sheets and a spreadsheet compiling all data from these sheets.
Prev. Yrs. Data:
Result: Output
After one year, i9 members will recruit 6o volunteers to to assist with various AmeriCorps,
community service and public safety related activities.
Indicator: Number of volunteers recruited
Target: 60 volunteers
Target Value: 60
Instruments: spreadsheet, event sign in sheets
PM Statement: After one year, 19 members w ill recruit a minimum of 60 volunteers from the local community to
assist w ith various AmeriCorps, cormx.�nity service and public safety related activities as measured
by event sign in sheets and spreadsheets compiling all data collected from these sheets.
Prev. Yrs. Data:
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Page 29
Document Name
Required Documents
For Officiai Use Only
Page 30
Status
Exhibit II
2012-2013 Program Year
Exhibit II
AmeriCorps Programmatic Requirements
Provider Name: City of Clearwater Police Department
AmeriCorps Program Name: AmeriCorps Clearwater
I. Program Performance Measures
A. Child Safetv Education (Outuut): Members will offer child injury prevention
education to at least 360 citizens, an average of twice per month as measured by
activity sign-in and attendance sheets. Target: 360
B. Child Safetv Education (Intermediate): 75% of participating citizens will report
having gained knowledge on preventing childhood injuries as measured by
participant surveys conducted after each presentation or event. Target: 75
C. Imnroved Communitv Safetv (Output)• Members will directly assist with at
least 4,750 non-hazardous citizen calls for service which will improve community
safety as measured by Communication Center statistical reports. Target: 4,750
D. Imuroved Communitv Safetv (Intermediate)• Members will respond to 4,750
non-hazardous calls for service that will result in 90% of the calls closed and
citizen needs met as measured by communication center data reports. Target: 90
E. Imnroved Communitv Safetv (Outaut): Members will complete at least 1,200
additional community safety activities as measured by certifcation statements and
member timesheets. Target: 1,200
F. Volunteer Recruitment (Outautl: After one year, 16 members will recruit 60
volunteers from the local community to serve 240 volunteer hours to assist with
various community service and public safety related activities as measured by
event sign-in sheets and spreadsheets compiling all data collected from these
sheets. Target: 60, Target: 240
II. Staff Recruitment and Responsibilities
A. Sta.ff 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 staff. The Provider will hire and mainta.in 1.0 FTE Program Director
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. The Provider will hire and maintain .05 FTE Lieutenant to be responsible for
supervision of Program Director.
C. The Provider will hire and maintain .20 FTE Sergeant to be responsible for
supervision of Program Director.
D. In the event of a change of staff, the Provider agrees to provide new staff with a
program operation manual and/or policies and procedures for the AmeriCorps
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
Exhibit II
2012-2013 Program Year
A. Recruit nine (9) AmeriCorps Members into full time service, ten (10) AmeriCorps
Members into half 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. The Provider agrees to develop and enter into signed agreement with each Member
using an AmeriCorps Member Contract in compliance with the AmeriCorps
Provisions.
C. The Provider agrees to implement the program's Commission approved Disability
Community Development Plan to recruit persons with disabilities into the program.
D. The Provider agrees to establish and maintain a disaster-oriented role with a partner
organization for its members, staff and volunteers to assist in disaster preparedness,
response, recovery and/or mitigation activities. The Provider agrees to document this
disaster-oriented role in writing with a letter of acknowledgement, at a minimum,
from the partnering organization. See section I.K. of contract.
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 documenta.tion associated with Member Change of
Status in a member file.
H. The Provider will complete a National Criminal History Check of all members and
staff supported by CNCS grantee and match funds. National Criminal History Checks
include the NSOPR and are consistent with Corporation for National & Community
Service and Commission requirements. The Provider must submit the Volunteer
Florida National Criminal History Check Status Form (Attachment VIII) within sixty
(60) days of the program start date. Failure to complete the status form may result in
delay of program reimbursements.
I. 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.
J. 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.
Exhibit II
2012-2013 Program Year
K. The Provider wiil 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.
L. The Provider will provide an opportunity for members to complete the Commission's
annual Members with Disabilities Self Report Survey.
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
trainings include the Volunteer Florida Program Director Meetings and associated
webinars.
B. Program Directors must complete a minimum of 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. Suggested topics are, but are not limited to
the following:
i. Disability awareness and appreciation;
ii. Title I of the Americans with Disabilities Act;
iii. Title III of the Americans with Disabilities Act;
iv. supervisory techniques;
v. AmeriCorps member evaluation;
vi. working with the media;
vii. AmeriCorps member motivation;
viii. report writing; and
ix. financial/grants management
C. 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 reyuired to complete the Volunteer Florida Fiscal
Trainings.
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 preparedness, mitigation, and 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
3
E�chibit II
2012-2013 Program Year
v. Additional disaster response training including; Emergency Shelter
Operations, Emergency Temporary Roofing, Points of Distribution,
Volunteer Reception Center Simulation.
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.
4
Exhibit ill
Budget Narrative: AmeriCorps Clearwater for Clearwater
Police Department
Section I. Program Operating Costs
A. Personnel Expenses
B. Personnel Fringe Benefits
C. Travel
Staff Travel
Total
Pur ose -Calculation CNCS Share Grantee Share Amount
Travel to CNCS-Sponsored Meetings: Program Director will attend 2 VF PD
meetings at a total cost of $660 . Mileage equals $176 @ 200 m round trip per
mtg @$0.44 per mile. Plus $340 for one person hotel room (2 night stay per
trip) and $144 per diem for the 4 days total. 660 - �i60
CATEGORY Totals 660 - 660
Member Travel
Total
Purpose -Calculation CNCS Share Grantee Share Amount
� ,
Vehicle Use for Member Activities (In-Kind): Vehicle fuel costs for 19 �
members performing patrol activities with 4 designated vehicles @
$229.16/month x 12 months =$11,000 - 11, 000 11, 000
CATEGORY Totals - 11,000 11, 000
D. Equipment
Item/Purpose -Qty -Unit Cost CNCS Share Grantee Share Total Total
Amount CNCS Share Grantee Share Amount
CATEGORY Totalsl - I - - -
E. Supplies
Total
Item -Calculation CNCS Share Grantee Share Amount
Member Service Gear: ($50/member)(15 members) _$800 750 - 750
CPD Issued Uniforms (In-Kind): 19 members @$267/unifom =$5073 - 5,073 5,�073
Office Supplies (In-Kind): 12 months @$5/month =$60 which includes basic
needs such as paper, pens, staples, tape, notepads, etc. - 60 60
CATEGORY Totals 750 5,133 5,�683
F. Contractual and Consultant Services
-Calculation -Dailv Rate
G. Training
Staff Training
Total
CNCS Share Grantee Share Amo�nt
CATEGORY Totals) - I - � -- -
Total
Pur ose -Calculation -Dail Rate CNCS Share Grantee Share Amo�unt
Staff Training: Program Director access to conferences and continued
education related to leadership, car seat safety and/or AmeriCorps program
management- Daily Rate of 0 683 - �83
CATEGORY Totals 683 - 683
Member Training
Total
Pur ose -Calculation -Dail Rate CNCS Share Grantee Share Amo�ant
Member Training: Tembuilding Ropes Course $50/member 19 members' $50
= 950- Daily Rate of 50 950 - '�50
Member Training (In-kind): Traffic Direction $118 Mule/ATV $80 CPR1First Aid
$650 ($50/member) Radio $80 Pawn Slip Entry $90 Video Message Board
$30 Bike Training $150- Daily Rate of 0 - 1 148 1 148
CATEGORY Totals� 950 I 1,148 I 2, 098
H. Evaluation
Totai
Pur ose -Calculation -Dail Rate CNCS Share Grantee Share Amount
Statewide evaluation to be paid out of CNCS funds.: - Daily Rate of 1000 1,000 - 1 000
CATEGORY Totals 1,000 - 1,000
I. Other Program Operating Costs
Section II. Member Costs
A. Living Allowance
CATEGORY Totals 131,208 41,752 172 960
B. Member Support Costs
Section Iil. Administrative/Indirect Costs
A. Corporation Fixed Percentage
B. Federally Approved Indirect Cost Rate
BUDGET Totals 189,477 160,746 350
PERCENTAGE 54 46
Total MSYs 14
Cost/MSY 13.534
AmeriCorps Clearwater
Clearwater Police Department
Application ID:12AC143199
Section I. Program Operating Costs
A. Personnel Expenses
B. Personnel Fringe Benefits
C. Travel
Staff Travel (Travel to C�
Member Travel
D. Equipment
E. Supplies
F. Contractual and Consultant Services
G. Training
Staff Training
Member Trainine
H. Evaluation
I.Other Program Operating Costs
Section I. Subtotal
Section 1 Percentaee
Section II. Member Costs
A. Living Allowance
Full Time (1700 hrs)
1-Year Half Time (900 ho�
Reduced Half Time (675 h
Quarter Time (450 hrs)
Minimum Time (300 hrs)
2-Year Half Time (2nd Yea
2-Year Half Time (1st Year
6. Member Support Costs
FICA for Members
Worker's Compensation
Health Care
Section I1. Subtotal
Section II. Percentages
red M
Total
Total
Total
fotal Amt CNCS Share Grantee Share
$ 67,296 $ 23,089 $ 44,207
$ 30,704 $ 4,756 $ 25,948
$ 660 $ 660 $ -
$ 11,000 $ - $ 11,000
$ 11,660 $ 660 $ 11,000
$ - $ - $ -
$ 5,883 $ 750 $ 5,133
$ - $ - $ -
$ 683 $ 683 $ -
$ 2,098 $ 950 $ 1,148
$ 2,781 $ 1,633 $ 1,148
$ 1,000 $ 1,000 $ -
$ 12,656 $ - $ 12,656
$ 131,980 $ 31,888 $ 100,092
2490 76%
$ 108,900 $ 67,148 $ 41,752
$ 64,060 $ 64,060 $ -
$ - $ - $ -
$ - $ - $ -
$ - $ - $ -
$ - $ - $ -
$ - $ - $ -
$ 172,960 $ 131,208 $ 41,752
$ 13,231 $ 13,231 $ -
$ 15,730 $ - $ 15,730
$ 11,270 $ 11,270 $ -
$ 213,191 $ 155,709 $ 57,482
73% 27%
� . .
Section II1. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount
Commission Fixed Amount
B. Federally Approved Indirect Cost Rate
Section III. Subtotal
Section 111 Percentage
Section I+ II1. Funding Percentages
Budget Totals
Budget Total Percentage
Required Match
of years Receivin� CNCS Funds
$ 3,172 $ - $
$ 1,880 $ 1,880 $
Total $ 5,052 $ 1,880 $
$ 5,052 $ 1,880 $
37%
25%
$ 350,223 $ 189,477 $
549'0
38%
7
3,172
��
3,172
3�.
_��
��
160— ,—�
-s :, t
' 1 i
2012 AMERICORPS GRANT PROVISIONS
Effective June 1, 2012
These Corporation for National & Community Service (CNCS) 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 CONTENTS
I. Changes from the 2012 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 .............................2
B. Nonproft Organizations ..........................................................................................3
C. Educational Institutions ...........................................................................................3
D. Other Applicable Statutes and Regulations .............................................................3
E. Exemptions for Fixed Amount Grants .....................................................................3
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 .......................................9
F. Release from Participation .....................................................................................1 l
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 Offce of Inspector General ............................................................................19
D. Program Income .....................................................................................................20
E. Safety .....................................................................................................................20
F. Non-Discrimination Public Notice and Records Compliance ...............................20
G. Grants Products ......................................................................................................21
H. Suspension or Termination of Grant ......................................................................22
I. Fixed Amount Awards ...........................................................................................22
J. Trafficking in Persons ............................................................................................22
�I 1
K. Central Contractor Registration and Universal Identifier Requirements ...............24
L. Transparency Act Award Term (for grants & cooperative agreements of $25,000
ormore) ........................................................................................................................25
VI. Attachment
Grant Program Civil Rights and Non-Harassment Policy ...........................................29
I. CHANGES FROM THE 2011 AMERICORPS GRANT PROVISIONS
1. Section II — Updated references for the implementing regulations.
2. Section III. C. - Updated citation for access to the OMB Circulars and implementing
regulations.
3. Section IV. G. 4. — Provided additional information related to the minimum benefts for
healthcare coverage.
4. Section IV.J.1. — Changed annual progress reports to semi-annual progress reports, and
updated due dates.
5. Section IV.J.S. — Added the fnal project report requirement.
6. Section V. D. 2. — Added additional citations for excess program income.
7. Attachment — Replaced regulations relevant to the 2012 Grant Program Civil Rights and
Non-Harassment Policy.
II. 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.) and the implementing regulations
at 45 CFR Chapter XXV. Grantees must comply with the requirements of the Act and its
implementing regulations.
III. OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS
The following applicable federal cost principles, administrative requirements and audit
requirements are incorporated by reference:
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 Sta.te 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 Nonproft
Organizations - 2 CFR Part 230.
C. EDUCATIONAL INSTITUTIONS
The following circulars and their implementing regulations apply to educational institutions:
1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonproft 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 Nonproft 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.whitehouse.gov/omb/financial offm circulars/.
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) applicable Federal regulations, (c) CNCS Grant Special
Provisions, (d) CNCS Grant General Provisions, (e) the Notice of Funding Opportunity, and (fl
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. The
grantee is legally accountable to the CNCS 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 CNCS. See 2 CFR § 215.5 and 45 CFR § 2453.5, and 45
CFR § 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
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 in a full-time, year-round youth corps or full-time summer
4
} �
program as defined in the Act (42 U.S.C. § 12572 (a)(3)(B)(x)), in which case he or
she must be between the ages of 16 and 25, inclusive, and
d. Who has a high school diploma or an equivalency certifcate (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 schoo( 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. CNCS provides a camera-ready logo.
All grantee and subgrantee websites must clearly state that they are an AmeriCorps
grantee and must prominently display the AmeriCorps logo. 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 postings or other recruitment materials, orientation materials,
member curriculum materials, signs, banners, press releases and publications related to
their AmeriCorps program in accordance with CNCS requirements. EAPs are strongly
encouraged to use the AmeriCorps name and logo on such materials.
To publicize the relationship between the program and AmeriCorps, the grantee should
use one of the following phrases when describing their program: "The AmeriCorps
Nationa( Service Network," "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 about the other national service programs of
CNCS. Grantees are strong(y 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 written permission from
CNCS 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 CNCS's regulations at 45 CFR §
2522.210. In addition, the grantee must ensure that the following procedures are fol(owed:
1. Notice to CNCS's National Service Trust. The grantee must notify CNCS'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 of the grant. Grantees or
subgrantees meet notifcation requirements by using the appropriate electronic system to
inform CNCS of changes within the required 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 or 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 members begin a term of service. Grantees may also include
an 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 staff. All selections and project assignments must be made without regard
to the need to provide reasonable accommodation. See the FAQ titled "Reasonable
Accommodation" for more information.
4. Assigning Members to Service Locations. So that CNCS can track where every
member is serving, the grantee is required to ensure that all operating sites and all service
locations are entered in the My AmeriCorps portal for all members within 30 days of
members' 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 each 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.
� r
5. Timekeeping. The grantee is required to ensure that time and attendance recordkeeping
is conducted by the AmeriCorps member's supervisor. 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 his/her supervisor.
If a Professional Corps program wants to follow the timekeeping practices of its
profession and certify that members have completed the minimum required hours,
excluding sick and vacation days, it must get advance written approval from CNCS.
6. Completion of Terms of Service. The grantee must ensure that each member has
sufficient opportunity to complete the required number of hours of service to qualify for
the 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 if the member
has completed at least 15% of the service hour requirement, a member may receive a pro-
rated education award.
7. Member Exit. In order for a member to receive an 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
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 for 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. Position descriptions must be provided to CNCS upon request. The
grantee must ensure that each member has sufficient opportunity to complete the required
number of hours to qualify for an 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 sign a
service agreement that, at 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. The 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. § 701 et seq.);
g. Civil rights requirements, complaint procedures, and rights of beneficiaries (see
Section V.F.);
h. Suspension and termination rules;
i. The specific circumstances under which a member may be released for cause;
j. Grievance procedures; and
k. Other requirements established by the grantee.
The grantee should ensure that the service agreement is signed before commencement of
service so that members are ful(y 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 CNCS, 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. Impairing existing contracts for services or collective bargaining agreements;
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) ofthe Internal Revenue Code of 1986 related to engaging in
politica( activities or substantial amount of lobbying except that nothing in these
provisions 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 3.g.
above, unless CNCS assistance is not used to support those religious activities;
i. Conducting a voter registration drive or using CNCS funds to conduct a voter
registration drive;
j. Providing abortion services or referrals for receipt of such services; and
k. Such other activities as CNCS 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- CNCS funds. Individuals should not wear the AmeriCorps logo while doing
so.
4. Supervision. The grantee must provide members with adequate supervision by qualified
supervisors consistent 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 CNCS. The grantee must ensure that it does not exceed the limitation on
member service hours spent in education and training 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 address, at a minimum, the following
factors:
a. Whether the member has completed the required number of hours;
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 immediately report any member deaths or
serious injuries to the designated CNCS Program Officer.
E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS
l. 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 CNCS's Offce of Grants Management as well as written approval and
concurrence from the State Commission or National Direct grantee:
9
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 i£
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); and
b. The change does not increase the amount of the education award.
All changes are subject to availability of funds in the Trust, must be Trust neutral, and
must 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.
CNCS 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. CNCS discourages changing less than full-time members to
full-time because it is very difficult to manage, unless done very early in 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 Stots. Eligible AmeriCorps State and National programs that have ful(y
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 reiill the same slot more than once.
As a fail-safe mechanism to ensure that resources are available in the National
Service Trust to fnance all earned education awards, CNCS 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.
lo
Grantees whose awards have special grant conditions under 45 CFR § 2543.14 or §
2541.120 are not eligible to ref 11 positions.
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 enroliment and cost effectiveness without prior approval. State commissions
may not transfer slots between competitive and formula subgrantees, or vice-versa. State
commissions may not transfer funds among their competitive subgrantees. Slots e(igible
for refill are not allowed to be transferred.
5. Notice to Childcare and Heatthcare Providers. The grantee must immediately notify
CNCS's designated agents, in writing, when a member's status changes in a manner that
affects eligibility for childcare or healthcare. See Section IV.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 Disqualifccation 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
receive a satisfactory performance review and be released for cause. For example, a member
who is released for cause from a first term�.g. the individual has decided to take a job offer—but
who, otherwise, performed well, would not be disqualified from enrolling for a subsequent term
as long as the individual received a satisfactory performance evaluation for the first period of
service.
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 the member's service ceases.
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
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date, the grantee must provide regular living allowance payments from the member's
start date and may not increase the member's living allowance incrementa( 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 a living allowance to their members.
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 going forward from the date the individual revoked the waiver. A member
may not receive any portion of the living allowance for the period of time the living
allowance was waived.
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
specifcally exempts its AmeriCorps members from FICA requirements, the grantee
must pay FICA for any member receiving a living allowance. The grantee also must
withhold 7.65% from the member's living allowance.
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 Occupationa(, 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 the member begins his/her term of
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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. CNCS 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 healthcare 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 Benefits. When required to provide healthcare insurance coverage, the
grantee may obtain healthcare from any provider. Coverage provided by the grantee
must be provided for a period of no more than 364 days, and cannot be renewed or
extended beyond that period. Coverage must include 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 or a comparable fixed fee with the exception of a 50% co-pay for
mental and substance abuse care
k. A maximum benefit of at least $50,000 per occurrence or cause
5. Administration of Childcare Payments. In general, CNCS will provide for childcare
payments, which will be administered through an outside contractor. Requirements and
eligibility criteria are in the AmeriCorps regulations, 45 CFR § 2522.250. Grantees that
choose to provide childcare as a match source (as approved in their budget) may contact
the childcare contractor for technical assistance. Grantees can contact the AmeriCorps
hotline at 1-800-942-2677 with questions regarding childcare. The criteria for member
eligibility are contained in 45 CFR § 2522.250. Members are considered to be full-time
participants for purposes of e(igibility for childcare payments on the same basis as
eligibility for healthcare coverage. Members who are excluded from healthcare coverage
so(ely 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. CNCS
will not cover childcare costs for family members or for members who served on a less
13
than full-time basis, or who have ceased serving. Programs may provide child care to
(ess-than-full-time members serving in a full-time capacity, but they are not required to
do so. Also see the FAQs
(httn://www.americorps. ov/for or�anizationsJmana�e/index as„�) for more detailed
information on administering childcare and healthcare benefts.
6. Notice to Childcare and Healthcare Providers. The grantee must immediately notify
CNCS's designated agents in writing, when a member's status changes in a manner that
affects the member's eligibility for childcare or healthcare. Examples of changes in status
inc(ude: 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 the childcare provider on childcare related changes, and their healthcare benefit
provider about healthcare benefit related changes.
H. MEMBER RECORDS AND CONFIDENTIALITY
1. Recordkeeping. The grantee must maintain records, including the position description,
sufficient to establish that each member was eligible to participate and that the member
successfuliy completed all program requirements. A program may store member files
electronically if the program can ensure that the validity and integrity of the record is not
compromised. CNCS 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
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 labe(ing 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 inc(ude an image of the original signature; records without signatures, when
required, are considered incomplete.
2. Verification of Eligibility. The grantee must obtain and maintain documentation as
required by 45 CFR § 2522.200(c). CNCS does not require programs to make and retain
copies of the actual documents used to confirm age or citizenship eligibility
14
requirements, such as a driver's license, or birth certifcate, 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 members to certify their 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 is incapable of obtaining a high school diploma or its
equivalent, as determined by an independent evaluation, the grantee must retain a copy of
the supporting 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
CNCS 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 Offce before making any of 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.
3. Budgetary Changes. The grantee must obtain the prior written approval of CNCS'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.
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c. Unless the CNCS 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 CNCS. The total budget includes
both the CNCS 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.
4. Approvals of Programmatic and Budget Changes. CNCS'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 CNCS's Office of
Grants Management after written recommendation for approval is received from the
Program Office.
5. Exceptions for Fixed Amount Grants. Grantees with Fixed Amount grants are not
subject to the requirements in Section 3, Budgetary Changes.
J. REPORTING REQUIREMENTS
This section applies only to the grantee. The grantee is responsible for timely submission of
periodic fnancial 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
April 30
October 31
Reqortin� Period Covered
Start of grant through March 31
April 1 — September 30
A grantee must set submission deadlines for its respective subgrantees that ensure the
timely submission of grantee reports.
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 CNCS guidelines
according to the following schedule:
Due Date
Apri130
October 31
Reportin� Period Covered
Start of grant through March 31
April 1 — September 30
A grantee must set submission deadlines for its respective subgrantees that ensure the
timely submission of grantee reports.
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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 CNCS, 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 31St. 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, in the determination of CNCS, legitimately
beyond the control of the grantee, and 2) CNCS receives a request explaining the need for
an extension before the due date of the report.
Extensions of deadlines for fnancial 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 Project and Financial Reports. A grantee must submit, in lieu of the last semi-
annual project and financia( reports, a final project and financial report. These final
reports are 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 CNCS, including the final financial report.
K. GRANT PERIOD AND INCREMENTAL FUNDING
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 or 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 speci�ed, the grant covers a three-year project period. In approving a multi-
year project period, CNCS 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 the availability of
Congressional appropriations. CNCS 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.
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V. GENERAL PROVISIONS
A. RESPONSIBILITIES UNDER GRANT ADMINISTRATION
1. 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 CNCS. The grantee is accountable to CNCS for its operation of the
AmeriCorps program and the use of CNCS 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 CNCS on special problems that may arise, such advice
does not diminish the grantee's responsibility for making sound judgments and does not
shift the responsibility for operating decisions to CNCS.
2. Subawards. A grantee may make subgrants in accordance with the requirements set
forth in 45 CFR Part 2541 or 2 CFR Part 215 and 45 CFR Part 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 grant requirements. This
includes oversight and monitoring to ensure that AmeriCorps members are not engaging
in prohibited activities in 45 CFR § 2520.65.
3. Notice to CNCS. The grantee will notify the appropriate CNCS Program or Grants
Officer immediately of any developments or delays that have a significant impact on
funded activities, any signifcant 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 CNCS 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
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 Part 2541) or A-110 (2
CFR Part 215) and it's implementing regulations (2 CFR Part 205 and 45 CFR Part
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 federal(y fnanced and other activities, as well as between activities,
supported by different sources of federal funds.
18
Audits. Grantee organizations that expend $500,000 or more in total federal awards in a
fscal 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 federa( awards under only one federal program, it
may elect to have a program specifc 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 that is a 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 § 2543.44.
C. THE OFFICE OF INSPECTOR GENERAL
CNCS's Office of Inspector General (OIG) conducts and supervises independent and objective
audits, evaluations, and investigations of CNCS's 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 CNCS's programs and
operations.
The OIG conducts and supervises audits of CNCS grantees, as wel( as legislatively mandated
audits and reviews. The legislatively mandated audits include the annual financial statement
audit, and fulf lling 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 CNCS 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 OIG 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 the 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 notifed, if required. The OIG may be reached by email at
hotline@cncsig.gov or by telephone at (800) 452-8210.
19
D. PROGRAM INCOME
l. 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-CNCS 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, 45 CFR § 2543.24 or 2 CFR § 215.24, 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 45 U.S.C. § 12637.
4. Fuli-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.
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
requirements of the applicable statutes. The notice must summarize the requirements,
note the avai(ability of compliance information from the grantee and CNCS, and briefly
explain procedures for filing discrimination complaints with CNCS.
Sample language is:
It is against the law for organizations that receive federal financial assistance from the
Corporation for National and Community Service to discriminate on the basis of race,
color, national origin, disability, sex, age, political affiliation, or, in most 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
20
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:
(�Vame, address, phone number — both voice and TIY, 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,lVW
Washington, DC 20525
1-800-833-3722 (77'Yand reasonable accommodation line)
(202) 565-3465 (FA�; eo@cns.gov (email)
The grantee must include information on civil rights requirements, complaint procedures
and the rights of bene�ciaries 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 requirements. 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 CNCS timely, complete and accurate compliance information to allow CNCS
to determine if the grantee is complying with the civil rights statutes and implementing
regulations. Where a grantee extends federal fnancial assistance to subgrantees, the
subgrantees must make available compliance information to the grantee so it can carry
out its civil rights obligations.
3. Obligation to Cooperate. The grantee must cooperate with CNCS so that CNCS can
ensure compliance with the civil rights statutes and implementing regulations. The
grantee shall permit access by CNCS 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
l. 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 feld.
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:
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"This material is based upon work supported by the Corporation for National and
Cornmunity Service (CNCS) 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, CNCS or the AmeriCorps
program."
H. SUSPENSION OR TERMINATION OF GRANT
Regulations re(ated to CNCS'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 (EAP)
programs, the fxed federal assistance amount of the grant is based on the approved and awarded
number of full-time (MSYs) members 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 EAPs, the fnal amount of grant funds that the grantee may retain is dependent upon the
grantee's notifying CNCS's National Service Trust of the members that it has selected (but not
limited to the number of inembers allotted to the grantee as speciiied in the award). Al( such
members must carry out activities to achieve the specific project objectives as approved by
CNCS. At closeout, CNCS will calculate the fnal amount of the grant based on Trust
documentation. CNCS 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.
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. Fu(1-
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, CNCS will calculate the final
amount of the grant for the year or entire project period (at c(oseout) based on the number of
successful completions of terms of service (as certified by the program) as well as the hours
served in terms of service which were not certified as successfully completed.
J. TRAFFICKING IN PERSONS
This grant is subject to reyuirements of Section 106(g) of the Trafflcking Victims Protection Act
of 2000, as amended (22 U.S.C. § 7104).
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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. Use 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.) 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.) 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 (l.)(a.) of this
grant term; or
b. Has an employee who is determined by the agency official authorized to terminate the
grant to have violated an applicable prohibition in paragraph (1)(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 (1.)(a.) of this grant term.
b. Our right to terminate uni(aterally that is described in paragraph (1.) and (2.) 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.
23
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c. You must include the requirements of paragraph (1.)(a.) 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 § 175.25.
ii. Includes:
(a.) A nonproft 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 § 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).
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 § 25.110, 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 (DI1NS) 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 DLJNS
number to you.
24
3. 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.�ov).
b. Data Universal Numbering System (DLTNS) number means the nine-digit number
established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify
business entities. A DiJNS number may be obtained from D&B by telephone
(currently 866-705-5711) or the Internet (currently at
htt :/p /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").
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. Un(ess 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.
25
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4
i. You must report each obligating action described in paragraph l.a. of this award
term to http://www.fsrs.�ov..
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 (ater 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. ov 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 http://www.sec.gov/answers/execomp htm.)
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 profle at http://www.ccr.�ov.
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. Applicabi(ity 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 fscal 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 defned 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
26
;
� �
ii. The public does not have access to information about the compensation of the
executives through periodic reports fled 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.gov/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 fve 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;
v. A Federal agency, but only as a subrecipient under an award or subaward to a
non-Federal entity.
b. Executive means offcers, rnanaging 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.
27
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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
► �
Coryorwton or �2fl1 NeW ro�k A�N�e, NW
NATIdNALs1 was�tor,, DC 20525
COMMUNITY 2oz_c�a-s000
SERVICE� �awn�serrice.�mr
Grant Pragram Civii Rights and Non-Harassment Policy
The Corporation for National and Community Secvfce (CNCS) has zero tolerance for the harassment
of any individual or group of individuals for any reason. CNCS is cpmmitted to treating all persons
with dignity and respeck CNCS prohibits aU forms of discriminaHon based upon race, color, national
origin, gender, ege, religion, sexual orientaHon, disability, gender tdenlity or expression, political
affiliation, marital or parental status, or military service. All programs adminlstered by, or receiving
Federal financial assistance from CNCS, must be frec from ap forms of harassmenk Whether in CNCS
o[fices or campuses, in other service-related settings such as training sessions or scrvice aites, or et
service-related social events, such harassment is unacceptable. Any such haressment if found, wiil
result in immediate corrective action, up !o and including removal or bermination of any CNCS
employee or volunteer. Recipients of Federal financial assistance, be they individuals, organizations,
programs and/or projects are also subject to this zero toterance poIicy, Wtiere a violation is found,
and subject to regulatory procedures, appropriabe Corrective acHon will be taken, up to and 'urluding
termination of Federal financiai atsistance from elI Federai sources.
Slurs and other verbal or physicat conduct relating to an individual's gender, rece, etfinicity, religion,
sexual orientation or a�y other basis mnstitube }uuassment when it has the purpose or effect of
interfering with secvice performarrce or creating an intimidating, hostile, or offensive servtce
environmeak Harassment includes, but is not limited to: explicit or implicit demands for sexual
favors; pressure for dates; deliberate touching, leaning ovee, or cornering; offensive be�asing, jokes,
remarks, or questions; letters, plwne calls, or distribution or display of offe�urcive maderials; offensive
looks or gestures; gender, racial, ethnic, or religious bairing; physical assaults or other thf+�tening
behavior; or demeaning debasing or abusive comments or actions that inHmidaee.
CNCS does not tolerate harassment by anyone including persons of the same or different races, sexea,
religions, or ethnic origins; or from a CNCS employee or supervisor, a projeck, or aibe employee or
supervisor; a non-emp(oyee (e.g., client); a co-worker or sewvice member.
I expect supervisors and managers of CNCS progcams and projects, when made aware of alleged
harassment by employees, secvice particIpanb, or other individuals, to immediately take awi(t and
appropriate action CNC$ wiil not tolerabe retaliation against a person who raises harassment
concems in good faith. Any CNGS employce who violates this policy wiU be subject to diecipline, up
to and including termination, and any grantee that permits harassment in violation of this policy wi11
be subject to a finding of non-complia�ce and administraHve procedures that may r�utt in
Fermination of Federal financial assistance from CNCS and aII other Federal agencies.
Any person who believes that he or she has been discriminated agninst in violation of civil righs laws,
regulations, or this policy, or in rntaiiation for opposition to discriminallon or patticipation in
discrimination complaint proceedings (e.g., es a complainant or witnessj in any CNCS program or
project may raise his or her concerns with our Office of Civil Rights and 1�Iusiveness (OCRn,
Discriminadon claims not brought to the attention of OC'RI within 45 days of 1he{r occurrence may not
be accepted in a formal rnmplAii►t of discrimination. No m�e can be required to use a program, project
or sponsor dispute resolution procedure before contacting OCRi. If another procedure is used, it does
not a(fect the 45-day time limit. OCR[ may be re�hed at (?A2) 606-7503 (voicej, (202) 606-3472 (TT1�,
eo�Cns•¢ov, or through www.natlonalservice.aov.
7
5/75/2012 t
Date Wendy Spe � �kf Execudve OFficer
DISASTER SERVICES 1 E(�lIOMIC OPPORTUNITY I EDUCATION 1 ENYIRONMENTAL STEWARpSHIP I HEALTNY FUTURES I YETERANSANDMIUTARY fAMN.IES
AMERICORPS I SENIOR CORPS I SOCIAL INNOVATION fUND
29
VOLUNTEERFLORIDA
Athchment V
Updated: �/6/12
VOLUNTEER FLORIDA
Attaehment V
Updaled: 7/8/12
ATTACHMENT VI
Amendment
Number
This amendment is made BETWEEN
The Governor's Commission on Community Service
401 Sout6 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
2012-2013 Contract for
AmeriCorps Clearwater
1. Section , Paragraph is hereby amended to read:
2. This amendment shall begin on , or on the date on whiclh
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 axnendmen�t
sha11 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 performecl
at the level specified in the contract.
This amendment and all its attachments are hereby incorporated into and made a part of th� ;
above cited contract.
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
Countersigned:
George N. Cretekos
Mayor
Approved as to form:
Robert J. Surette
Assistant City Attorney
CITY OF CEARWATER, FLORIDA
:
William B. Horne II
City Manager
Attest:
Rosemarie Call
City Clerk
THE GOVERNOR'S COMMISSION ON
COMMUNITY SERVICE
d/b/a VOLUNTEER FLORIDA
:
Chester W. Spellman
Chief Executive Director
Date:
VOLUNTEER FLORIDA
Invoice Worksheet
Attachm�=,nl VII
Effedive. 7!6/12
VOLUNTEER FLORIDA
Invoice Worksheet
Attachment VII
Effectiv�=,: 7/6/12