Public Comment Period: Ray Estabrook, Co-Executive Director of Maine Youth Alliance’s I Know ME AmeriCorps program, explained the service project’s impact with examples of members providing transportation to enrichment activities for students and supporting teens through truancy issues.
He and Co-Executive Director Patricia Estabrook will be retiring in June and are searching for a replacement E.D. Also, they recently hired a development person in order to strengthen MYA’s administration.
Present: Ed Barrett, Susan Cheesman (remote), Gary Dugal, Chelsey Fortin-Trimble, Stacie Haines, Becky Hayes-Boober, Diane Lebson, Janet May, Thomas Meuser, Pamela Proulx-Curry, Nate Rudy (remote), Luke Shorty (remote), Jenifer Tilton-Flood, Julia Van Steenberghe (remote), Susan Wiggin.
Guests: Ray Estabrook, Maine Youth Alliance. Scott Hardy, Maine Department of Education. Thenera Bailey, SISGI.
Call to Order: Chair Tilton-Flood called the meeting to order at 10:11 a.m.
Welcome, Announcements, Agenda Adjustments: Commissioners introduced themselves and staff were also introduced. Barrett and Dugal correctly answered the commissioner quiz by writing that the program officer, climate corps coordinator, and MSF director positions were covered by soft money. On another topic, it was shared that the Governor’s Office and Maine State Legislature have agreed to not add new civil service positions due to a significant number of state government vacancies. Though bills that the Commission currently has under review in the Legislature will not create new positions, some legislators have misperceived that these bills would do so.
There were no changes to the agenda.
Consent Agenda: MOVED by Lebson to approve the consent agenda. SECONDED by Meuser.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
Items approved by the motion were the Commission meeting minutes for April 21, 2023, the report of the Executive Committee meeting for May 2, 2023, the report of the Climate Corps Task Force meeting for April 19, 2023, and the report of the Public Policy Task Force for May 3, 2023.
Planning and Future Initiatives
Proposed grant application to US Forest Service to support youth conservation corps (Crofton): The proposal targets areas identified by Justice 40 as having disadvantaged youth populations. The youth conservation corps would serve public spaces in a given area while its members receive mentorship and a stipend. Since AmeriCorps programs only admit adults 18 or older, this youth conservation corps would target a group that does not otherwise have access to service corps opportunities. Crofton clarified that grantees would have to comply with Maine’s child labor laws by not intruding upon school (most programs will likely be in the summer) and by ensuring that tasks are safe and age appropriate. Based on grant criteria, it is speculated that very rural parts of the state in Piscataquis and Hancock counties would likely qualify (though some areas adjacent to more populated regions may qualify as well.) Executive Committee supported submitting the application but wanted to bring it to the full board's attention.
Focus on Mission Responsibilities, Part 1
A. Update on applications to potential funding partners (Crofton): Maine Service Fellows Director Jake Harner is in discussion with the Northern Border Regional Commission about funding for MSF to address rural community needs for emergency planning capacity. The issues that need to be addressed impact operations and economic viability of businesses.
Business Reports
A. Public Policy (Tilton-Flood): Updates regarding some of the Commission-related bills before the Legislature:
- LD 1260: This is a study about moving Volunteer Maine’s fiscal agent from Department of Education to Secretary of State while adding a Deputy Secretary of State for Civic Engagement to the SOS Commissioner’s Office. The bill had a work session and was voted ought to pass unanimously.
- LD 1573: An act to remove state taxation from education awards provided through any service corps under Volunteer Maine’s purview. The bill is still sitting in committee and waiting for a scheduled public hearing.
- LD 142: A bill to provide ongoing funds for 50 Maine Climate Corps member positions and 4 Program Leader positions. The funds are 100% pass-through. The passed in both chambers last week. It was noted that the Governor’s budget only allocated $81,000 to Maine Climate Corps grants which, in effect, defunds the program. It is currently awaiting review by the Appropriations Committee.
- LD 143: Provides on-going funding for 15 Maine Service Fellows. No change in status. Passed unanimously in both chambers at the end of March. It is currently awaiting review by the Appropriations Committee.
- LD 666: This bill would fund the volunteer training and technical assistance that currently is on a 3-year federal grant. The Program Officer position associated with the project grant is existing head count. The funds in this bill would ensure support in future years if passed. It has yet to be reported out of committee.
B. Grant Selection and Performance Task Force (Barrett): The AmeriCorps Formula competition assessments were completed and the task force has funding recommendations for Commission action.
Formula Continuations
MOVED by Barrett that Main Street Skowhegan’s AmeriCorps Outdoor program be recommended for year 3 funding of the 3-year grant at the level of $144,000 Federal Share, supporting 5-member service years distributed over 6 slots pending award requirements. The proposed cost per member service year is $28,800. Award requirements: The program is fully enrolled each year and consistently exceeds the annual performance targets. Before the proposal is submitted to the federal AmeriCorps agency, the program needs to set new performance measure targets. In addition, before the year three award is made by the Commission, the program needs to present a plan for meeting its goal of increasing the number of individuals whose behavior changes as a result of the program. Progress on this measure is falling quite short. Elements that need to be examined include relationship between program activities and likelihood of change, data collection consistency and effectiveness of methods, and factors that interfere or promote behavior change in the participants.
SECONDED by Fortin-Trimble.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
MOVED by Barrett that the Maine Youth Alliance’s I Know ME AmeriCorps program be recommended for year 3 funding of the 3-year grant at the level of $115,200 Federal Share, supporting 4-member service years distributed over 4 slots pending award requirements and conditions. The proposed cost per member service year is $28,800. Award requirements: The program exceeded the number of participants supported by AmeriCorps members by 200% yet fell short on the target of improving student academic performance. Before the proposal is submitted to the federal AmeriCorps agency, the program needs to set new performance measure output targets for participants. In addition, before the year three award is made by the Commission, the program needs to present a plan for meeting the target for improving student academic performance. MYA also needs to submit a plan indicating the internal process they will follow to ensure full compliance with reporting (timeliness and accuracy). Award condition: Progress reports must be submitted on time or payment of reimbursement requests will be held until reports are submitted.
SECONDED by Hayes-Boober.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
MOVED by Barrett that the Trekkers AmeriCorps Aspirations program be recommended for year 3 funding of the 3-year grant at the level of $86,400 Federal Share, supporting 3-member service years distributed over 3 slots pending award requirements. The proposed cost per member service year is $28,800. Award requirements: The program comes very close to meeting most performance targets, is full enrolled and is strong in AmeriCorps member retention. A number of deficiencies in member training and member development were noted. Trekkers needs to articulate a plan for addressing these issues prior to receiving the Commission’s year three contract.
SECONDED by Dugal.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
New Operating Rural State Application
Board member Fortin-Trimble declared a conflict of interest on this application and will not participate in discussion or the decision.
MOVED by Barrett that the Maine Department of Education’s AmeriCorps Mentors for Success proposal for a 3-year fixed amount grant be awarded if corrections and conditions listed in the task force report can be negotiated before the federal submission deadline. The first-year funding request approved is $137,200 Federal Share supporting 4.9-member service years distributed over 7 slots. The proposed cost per member service year is $28,000.
Referenced Conditions/Corrections
• Clarify the roles and responsibilities related to supervision and programmatic details (implementation fidelity) between DOE and school districts.
• Need letters of commitment from the school districts. Letter needs to identify the local supervisor. Also, since intent is to use the Maine Integrated Youth Health Survey to show progress toward goals, those school districts need to commit to participating in the survey in 2025, agree to share pertinent data points for school district for purpose of eval.
• Need union concurrences.
• Outcome performance targets must be set. Only outputs are in the proposal.
• Must have a dedicated program director position. Dividing it among existing staff 1) is not what was in grant proposal but was detail in interview; and 2) will end up with very uneven results/performance.
SECONDED by Hayes-Boober.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed –none. Abstention–Fortin-Trimble. Motion passed.
New Formula Planning Grants
MOVED by Barrett that the Climate to Thrive AmeriCorps Planning proposal for a period of no longer than 10 months be awarded if corrections listed in the task force report can be negotiated before the federal submission deadline. The funding request approved is $58,158 Federal Share and no AmeriCorps members are authorized.
Referenced Conditions/Corrections: Minor errors in budget calculation need correction. Clarification of match replacement amount needed given there is a local share entered in the Source of Funds screen. National Service Criminal History Background Checks are not required for planning grants – item can be removed. Indirect cost allocation on local share needs clarification.
SECONDED by Hayes-Boober.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
MOVED by Barrett that the Haystack Mountain School of Crafts AmeriCorps Planning proposal for a period of no longer than 10 months be awarded if corrections listed in the task force report can be negotiated before the federal submission deadline. The funding request approved is $59,949 Federal Share and no AmeriCorps members are authorized.
Referenced Conditions/Corrections: Minor errors in budget calculation need correction. Clarification of match replacement amount needed given there is a local share entered in the Source of Funds screen. National Service Criminal History Background Checks are not required for planning grants – item can be removed. Indirect cost allocation needs clarification.
SECONDED by Lebson.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
MOVED by Barrett that the Maine Prisoner Re-entry Network AmeriCorps Planning proposal for a period of no longer than 10 months be awarded if corrections listed in the task force report can be negotiated before the federal submission deadline. The funding request approved is $62,000 Federal Share and no AmeriCorps members are authorized.
Referenced Conditions/Corrections: Errors in budget calculation need correction. Clarification of match replacement amount needed given there is a local share entered in the Source of Funds screen. National Service Criminal History Background Checks are not required for planning grants – item can be removed. Indirect cost allocation needs clarification.
Funding is contingent on two conditions:
• A mentor/coach with nonprofit and fund development experience be hired to support development of the organization’s systems and capacity to submit a competitive proposal in the operating grant competition.
• As part of the planning grant activities, the organization consider partnering with a fiscal agent whose human resource and financial management systems have strong and federally compliant performance.
The Commission discussed to what extent the applicant applied DEI practices in peer support and demographic targeting (since it appears to mostly target males) of formerly incarcerated people of other genders. Since this applicant is small and relatively inexperienced with managing grants, this additional outreach may be burdensome if made a required condition. The Commission decided to vote on the motion as presented with a note to at least bring the issue to the grantee’s attention.
SECONDED by Hayes-Boober.
Vote on the motion: In favor–Barrett, Cheesman, Dugal, Fortin-Trimble, Hayes-Boober, Haines, Lebson, May, Meuser, Proulx-Curry, Rudy, Shorty, Tilton-Flood, Van Steenberghe, Wiggin. Opposed – none. Motion passed.
C. Executive Committee (Tilton-Flood): Biennial officer elections will occur in June; Shorty offered to run for Chair and Proulx-Curry will stand for Vice-Chair. The position of Chair-elect does not have a candidate. There are five people who will not request reappointment so candidates need to be recruited for the Governor’s consideration. The Commission was reminded that its founding statute mandates a politically balanced board, and that this fact should be kept in mind when conducting outreach.
D. Maine Service Fellows Advisory Task Force (Crofton for Branham): The task force is asking for letters of intent to apply so that it can answer questions and provide general assistance in advance of the application deadline. It is also moving to establish MSF sites with successful applicants.
E. Climate Corps Task Force (Haines): A speaker from the Nature Consortium will address participatory grant making. All are invited.
F. AmeriCorps federal agency update (Cheesman): Agency employees enjoyed meeting AmeriCorps members in Maine. The National AmeriCorps Seniors Convening will happen next week.
Focus on Mission Responsibilities, Part 2
DEI Board Learning Session (Bailey): Having read chapters 4-6 of Racial Healing Handbook, the Commission came ready to discuss equitable outreach practices in order to advance the goals outlined in the Commission’s mission statement. Bailey facilitated the discussion and presented on the socially constructed nature of race in America and its intersection with marginalization and oppression.
Business Wrap-Up:
Tilton-Flood adjourned the business meeting at 1:06 p.m. The next business meeting will occur on June 16, 2023, at 10:00 a.m.