Public Comment Period. (Branham)
Ray Estabrook, Executive Co-director of the Maine Youth Alliance, reported the findings of an evaluation of their AmeriCorps mentoring program. The assessment was funded by the Lerner Foundation, a major private supporter of the program. The evaluation report will be made public in June but 3 key findings were shared. One finding was that 70% of youth participants showed an increase in resilience. The AmeriCorps members were responsible because the mentoring program uses intentional measurable youth development principles. In answer to a question, Estabrook explained that Lerner Foundation does want to expand the model to other areas. The current program is perfecting the model and demonstrating its efficacy.
Call to Order. Commission Chair Branham called the meeting to order at 10:10 am.
Present: Zakk Maher, Ed Barrett, Jonathan Barczyk, Luke Shorty, Pam Proulx-Curry, Susan Cheesman, John Portela, Rob Meinder, Matt L’Italien, Jess Nixon, Lisa Phelps, Nate Rudy, Stacie Haines, Dale Rowley, Celeste Branham
Commissioners were asked to introduce themselves and note what seat they held on the Commission. Staff were also introduced. Quinn Slayton has joined the staff to work on two projects.
Quiz for Commissioners. Jonathan Barczyk and Lisa Phelps submitted correct answers. The Civilian Climate Corps Act lists projects to be completed by people who serve in the Corps. Current Maine AmeriCorps grantees address all but three which they correctly identified.
Announcements and Appreciations. Branham recognized Streeter Elliot who is wrapping up his seven month stint at the Commission. He organized the AmeriCorps member conference, launched a new management system for the Maine Volunteer Foundation, developed two grant applications to support Maine Service Fellows, and did some initial work on an AmeriCorps Alum network for Maine. Streeter’s contributions to the Commission’s goals are much appreciated.
The Chair recognized Bryan Roche, Communications Officer, for the beautifully done annual report. She noted there is a significant amount of work that goes into the production. Branham also thanked Maryalice Crofton for her support of Commissioners working with legislative sponsors on LD1010 and LD722.
Continuing with announcements, the Chair gave a report on the diversity, equity, and inclusion education initiative for the board. The Executive Committee discussed a plan and facilitators. One is available, Nico Chin of Lewiston. She has worked with other boards and companies around DEI. The Chair and Executive Director will meet with her in June which is her first schedule opening. In the meantime, the Chair proposes inviting Representative Rachel Talbot Ross, chair of the Permanent Commission on the Status of Racial, Indigenous and Maine Tribal Populations to the Commission May meeting. That Commission recently issued a report identifying data that shows Maine is not immune to structural racism and there are several dozen bills the legislature could act upon to begin changing things. The June meeting guest proposed is Lelia DeAndrade from Maine Community Foundation. She would be asked to share her thoughts on how grantmaking activity intersects with work to address DEI. The Chair asked members present whether they would support or alter the plan. There was unanimous support.
Additions or Deletions to Agenda. None were offered.
Consent Agenda. Members were asked if there were any questions or concerns about items covered by the consent agenda. None were raised. MOVED by Portela to approve the consent agenda. Second by Proulx-Curry. There was no discussion. The roll was called for votes on the motion: Maher - approve, Barrett - approve, Barczyk - approve, Shorty - approve, Proulx-Curry - approve, Meinder - approve, L’Italien - approve, Nixon - approve, Phelps - approve, Haines - approve, Portela - approve, Rowley – abstain, Rudy – approve. Motion passed: 12 in favor; 1 abstention.
Items approved under the motion were February 2021 minutes of the Commission meeting, March and April 2021 Executive Committee meeting reports, and March and April 2021 meeting reports of Excellence and Expertise Task Force.
Planning and Future Initiatives
A. State Legislation impacting the Commission (Crofton, Branham)
1. LD 722 - Resolve, To Study the Establishment of the Maine Climate Corps. This bill directs the Commission to do a study that identifies projects in state agencies that could be done by a Climate Corps. Representative Morgan Rielly was the key sponsor. It was heard by Environment and Natural Resources. A committee amendment added responsibility for identifying the best structure. The study has to be completed and submitted to the legislature by December 1, 2021. It was voted out of committee “Ought to Pass” unanimously. There is no fiscal note so it’s nearly certain it will pass both houses in the early May session. In order to get this done, we added it to Quinn’s contract using some onetime funds.
2. LD 1010 - An Act to Establish the Maine Service Fellows Program. Rep. Rielly’s bill establishes the program under the Commission’s statute and then authorizes an initial 3-year pilot of 10 Fellows. The size could be increased by private support. The living allowance is set at 212% of poverty. The bill was heard by State and Local Government. Branham presented the Commission testimony and others spoke in favor. Committee concerns were twofold: the definition of rural and involvement of municipalities. The Commission Chair drafted an amendment that was presented at the work session. It was accepted and commits to having an advisory committee during launch that would include county and municipal government representatives as well as Maine Municipal Association. The definition of rural was also addressed in work session. The proposal is to rely on the census rural-urban continuum codes with a special definition for Penobscot County. The bill was voted out in a divided report: 7 support, 3 no. The fiscal note is coming. Rep Rielly’s hope is the funding can come through American Rescue Plan monies.
Chair Branham noted that former Commission chair Ron Holmes has been very active with her in working to educate SLG committee members. Stacie Haines testified in support of LD722 and helped Rep Rielly with LD1010. She thanked both for their efforts.The next step is for Commissioners to educate all the legislators.
Focus on Mission Responsibilities
A. Maine Volunteer Foundation – Bryan gave a brief report on Foundation activities. The focus is on private fundraising to extend the number of Service Fellows. One grant application was not funded; a second is pending.
B. Final Report of OIG Audit/Assessment (Crofton) -- The final report has been issued, ending the audit/assessment phase which lasted over 2 years. The report finds “the Commission and Maine Conservation Corps managed and spent grant funds in accordance with grant terms and conditions and Federal regulations. The Commission and its two subgrantees generally complied with the National Service Criminal History Check.”
There are two findings with recommendations. For the Commission, the 2017 grant officer contractor did not review in-kind documentation during a monitoring review and, therefore, did not identify the weaknesses in that documentation. The omission was not spotted at the Commission because compliance work papers are not reviewed by a second person. The corrective action planned by Commission staff includes conducting a quality control review of fiscal monitoring and requiring subgrantees to annually take an online course on proper documentation.
For Learning works: Documentation of in-kind (donated) space and time of school personnel was inadequate. While there are some weaknesses in the documentation, Commission staff still believe other aspects of the finding are not correct. For example, in determining the value of in-kind space, the auditors were applying a standard for donation of property (transfer of ownership) to rather than the standard for in-kind use of a space that would have been rented.
Next steps involve resolution which is handled by AmeriCorps, the federal agency. The OIG working papers and other documents will be reviewed along with information submitted now by LearningWorks. The corrective action report will be submitted early May. In September 2021, the federal agency will issue its final management decision that states what funds are disallowed. By March 2022, all corrective actions are completed and the incident closes just shy of four years from the start.
Business Reports
A. Grant Selection and Performance (Barrett). The task force has two policy recommendations for Commission action.
1. Permanent change in rural grant applicant eligibility. As the task force reviewed grantee progress it has become evident that one three-year grant period is not enough to get strong systems in place and be ready to compete in the standard program for a grant. Therefore, the task force recommends the rural grantees be eligible for two awards in that program and eligibility criteria be amended to reflect that.
MOVED by Barrett that eligible applicants for the Maine Rural AmeriCorps Program be organizations that have never had an AmeriCorps program grant AND organizations completing their first three-year AmeriCorps program grant. Second by Portela. There were no comments during discussion period. The roll was called for the vote: Rudy, yes; Maher, yes; Barrett, yes; Haines, yes; Portela, yes; Nixon, yes; Phelps, yes; Barczyk, yes; L’Italien, yes; Proulx-Curry, yes; Meinders, yes; Rowley, yes; Shorty, absent. Motion passed
2. The task force has noted that grantees repeatedly request positions that are subsequently not filled. This situation pre-dates COVID. First time applicants would not be impacted during continuations. The proposed amendment to the continuation grant policy was posted with the meeting agenda. It reads “Specific to member positions (slots) for part-time terms of service that are less than 900 hours, absent any extenuating circumstances beyond the grantees control or the normal schedule for filling such slots, the Commission will reduce the request for part-time positions by the number of unfilled positions in the prior year when enrollment for that position type is less than 85%.”
MOVED by Barrett to amend the Commission Policy on Grant Continuations to insert the language cited. Second by Proulx-Curry. Vote was by roll call: Maher, yes; Barrett, yes; Rudy, yes; Haines, yes; Portela, yes; Nixon, yes; Phelps, yes; L’Italien, yes; Barczyk, yes; Proulx-Curry, yes; Meinders, yes; Rowley, yes; Shorty, absent. Motion passed.
3. The task force requested Commissioner Assistance on tech review/interview portions of grant selection. Proulx-Curry and Nixon volunteer assistance.
B. National Public Policy Committees (Portela, Crofton)
1. States for Service: John - nothing to report
2. America's Service Commissions Public Policy Committee. The American Rescue Plan impact has been the major topic. Press reports talk about the $1 billion for AmeriCorps the agency so people on the street think it is AmeriCorps the program getting the funds. Commissioners were asked to be aware and clarify perceptions when they hear them. ASC has done a rough estimate of what each state might receive in formula. After Maine AmeriCorps member living allowances are adjusted to just over 200% of poverty, it is predicted we would have $1,600 left to allocate.
The Chief Policy Officer at ASC, Tom Branen, took a new position unexpectedly. He has represented ASC for 15 years but got an offer too good to refuse.
Senators Wicker and Coons have reintroduced the Corps Act which addresses operational issues, not just funding. Both Maine Senators continued to be co-sponsors. The House companion bill is expected to be introduced in mid-May.
C. Communications/Public Policy (Roche for Tilton-Flood). The task force met earlier in the week and notes are posted. Roche briefed the Commission on a new PSA campaign that task force members are actively helping develop. “Service Instigators” is the concept and Maine influencers are being asked to participate.
D. CNCS Update (Cheesman). The agency is waiting for details on rescue plan. These involve funding for programs and new standards. There will be a significant increase in 2021 Maine VISTA summer associates. The regional office is also hiring and 4 new portfolio managers plus a new senior portfolio manager are starting. Meanwhile, many different types of grants are being reviewed and processed including Commission Support Grants, Commission Investment Funds, and AmeriCorps Senior grants.
E. Commission Staff. Round four of the search for a new office administrator looks promising. The job will be offered to someone this week with the goal of a May 3 start. Thanks to Preecs, the Commission secured a $20,000 grant to support youth service-learning outreach and training.
Business Wrap Up. The evaluation form link will be emailed. Please complete it. The next meeting is May 21 and will be virtual. The major business is a vote on grant awards.
MOVED by Barczyk to adjourn. Second by Rudy. Unanimous approval. The meeting adjourned at 11:33 am.