Public Comment Period. (Branham)
Kristina Cannon, Executive Director of Main Street Skowhegan, updated the Commission on the results of the Skowhegan Outdoor AmeriCorps program. The handout she referenced was provided to Commissioners in advance of the meeting.
Present: Celeste Branham, Ed Barrett, Luke Shorty, Rob Meinders, Jenni Tilton-Flood, Julia Fiori, Jonathan Barczyk, Susan Cheesman, Stacie Haines, Jessica Nixon, Matt L’Italien, Sue Asselin Hawthorne, Lisa Phelps, John Portela
Guests: Ron Holmes, Maine Volunteer Foundation. Representative Morgan Rielly, sponsor of LD1010 and LD722.
Call to Order. Commission Chair Branham called the meeting to order at 10:07 am.
Welcome, Announcements, Agenda Adjustments. (Branham)
Commissioners were asked to introduce themselves and note what seat they held on the Commission. Staff were also introduced. Branham noted that Quinn Slayton has completed her time with the Commission and thanked her for the work she undertook.
Chair Branham noted that Representative Morgan Rielly had joined the meeting while between legislative committee sessions. To accommodate his schedule, she moved his briefing up on the agenda.
Rep. Rielly first addressed LD1010 which creates the Maine Service Fellows. He pointed out that the sponsors include legislators from all parties and the House sponsors are the youngest members of the Republican, Democratic, and Independent parties. He emphasized his position that service is nonpartisan.
LD1010 passed House on May 19 with no opposition. It is now in the Senate where there is support but needs Commissioners to coordinate reaching out to both Senators and the Appropriations Committee about why the program is necessary and why it needs full funding.
Tilton-Flood indicated she would resend the information email so Commissioners would know who serves on AFA. Contact information is in the message.
LD 722 is the bill Rep Rielly introduced to have the Commission do a study of projects that could be accomplished by a Maine Climate Corps. It also asks the Commission to make recommendations that would lay the groundwork for a Maine Climate Corps. The report is due to the legislature on December 1, 2021. The bill passed both the House and Senate. It is headed for the Governor’s signature in early June.
Before leaving for other duties, Rep Rielly emphasized the need for educating and reaching out to legislators so the program is funded, not just authorized. Chair Branham thanked him for his commitment to service and all the effort he has put into both pieces of legislation. She noted the Commission will continue its efforts to have Maine Service Fellows set up.
The next item on the regular agenda was the Commissioner Quiz. There are four AmeriCorps Alums on the board (Almy, Cheesman, Maher, Shorty) and two on staff (Preecs, McFaul). Three Commissioners responded and Barrett got all six.
There were no other announcements and no additions or deletions to the agenda.
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 Shorty. There was no discussion. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
Items approved by the motion were April 16, 2021 minutes of the Commission meeting, the reports of the May 4, 2021 Executive Committee meeting and May 12, 2021 Excellence and Expertise Task Force meeting.
Planning and Future Initiatives
A. The Commission's Role in ensuring diversity, equity, and inclusion
This presentation was postponed to June.
Focus on Mission Responsibilities
A. Maine Volunteer Foundation (Holmes)
The chair invited guest Ron Holmes from the Maine Volunteer Foundation to brief the Commissioners on foundation activities. Ron is the Treasurer and shared that the foundation has over $6,000 in its operating fund. He highlighted some recent good news which is full funding for one Maine Service Fellow from a private company. Bill Birney, president of the foundation, worked to secure that and is now working on another source. Ron made a request to Versant which was declined but they did invite an application next year. The effort has to be one at a time. There are some openings on the Foundation board. If Commissioners could assist with recruitment, that would be appreciated.
Business Reports
A. Executive Committee (Branham)
June board officer elections. There is a slate of officers to propose in June. If there are members who would like to stand for an office, please contact the chair before the June 18 meeting. The current slate proposed is Jenni Tilton-Flood for chair, Sue Asselin Hawthorne for chair-elect, and Luke Shorty for vice chair.
Filling expiring terms. A number of new Commissioners were appointed to complete terms of members who resigned. Consequently, they are up for reappointment. There are also several members who have indicated they will not be available for reappointment report. The chair has polled members and those seeking reappointment will be Ryan Almy, Celeste Branham, Julia Fiori, Zak Maher, and Luke Shorty. Completing service on the Commission will be Jonathan Barczyk, Mathison Deering, and Lisa Phelps. Commissioners are asked to help identify candidate to recommend for appointment. The seats that need to be filled are as follows:
- An individual with experience in promoting the involvement of adults aged 55 and older in national service and volunteerism
- An individual who is at least 16 years of age but no more than 25 years of age and who is a participant in or a supervisor of a service program for youth or a campus-based or national service program;
- Experts in the delivery of human, environmental, education, and safety services to communities and persons;
- A representative of the State's volunteer community;
- An expert in the education, training and development needs of youth, particularly disadvantaged youth; and
- A representative of a community-based agency or organization.
Notice to all task forces of new public observation procedure. The technology now used for task force meetings allows the Commission to better comply with the Freedom of Access law. Task forces will now use the webinar feature which won’t mean any change for members but does mean that one link can be published for the public to attend and observe. The call-in phone number will also be unchanged for each task force. Members will not know who, if any, citizens are observing which is the spirit of the law. Staff for each task force will take care of the changes and notices on the website calendar.
B. Grant Selection and Performance. (Barrett)
The task force just completed three application processes related to AmeriCorps Formula funds: continuation applications, new standard programs, and new rural programs. The total of funds requested by recommended applicants does exceed the regular formula allotment to Maine. However, the task force is recommending certain grants be approved and wait-listed so they are ready when American Rescue funds are allocated to the Commission. Motions to fund were offered first and a motion to rank order the wait list based on final scores will be offered last. The first set of motions recommend funding for programs in the middle of their 3-year grant cycle.
Continuations:
MOVED by Barrett that the Alfond Youth and Community Center’s AmeriCorps Mentoring Program be funded for year 2 of the 3-year grant at the level of $32,600 Federal Share, to be matched by at least $21,150 in local funds, supporting 2-member service years distributed over 2 slots; with the stipulation that they modify their budget to the allowable amount of $32,600 Federal Share with the cost per MSY set at $16,300. The executive summary must also be corrected. Second by Portella. Question during discussion: were there any applicants that did not meet the conditions for funding? All continuation applicants did meet conditions. There was one applicant in the new standard competition that was not selected. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that the Maine Development Foundation’s Main Street Fellows AmeriCorps program be funded for year 2 of the 3-year grant at the requested level of $81,500 Federal Share, to be matched by at least $101,414.00 supporting 5-member service years (MSY’s) distributed over 5 slots with the proposed cost per member service year at $16,300 with the stipulation that the budget and executive summary in the application align and source of local funds be identified. Second by Portella. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that the Kennebec Valley CAP/Educare’s First4 AmeriCorps program be funded for year 3 of the 3-year grant at the requested level of $108,360 Federal Share, to be matched by at least $65,651 in local funds, supporting 7.09 -member service years distributed over 14 slots with the stipulation that the executive summary align with the budget and the source of local funds be identified. The proposed cost per member service year is $15,283. Second by Shorty. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that the Greater Portland Council of Government’s AmeriCorps Resilience Corps program be funded for year 2 of the 3-year grant at the requested level of $227,790 Federal Share, to be matched by at least $108,725 in local funds, supporting 14-member service years distributed over 14 slots with the stipulation that executive summary is corrected in the application. The proposed cost per member service year is $ 16,271. Second by Portella. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that the University of Southern Maine’s Maine Energy AmeriCorps program be funded for year 2 of the 3-year grant at the requested level of $166,749 Federal Share, to be matched by at least $140,335 in local funds, supporting 10.23 -member service years distributed over 26 slots. The proposed cost per member service year is $ 16,300. Second by Portella. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
AmeriCorps Standard Formula competition funding. This competition is the one where an applicant was peer reviewed and the proposal was not recommended for task force review based on the assessment. A second proposal is being recommended for funding.
MOVED by Barrett that the University of Maine Center for Aging’s Lifelong Maine AmeriCorps program proposal be awarded a 3-year grant with the first year of funding set at $133,497 Federal Share, to be matched by at least $59,000 supporting 8.19 -member service years distributed over 16 slots with the stipulation that the source of local funds be identified in the budget. The proposed cost per member service year is $16,300. Second by Portela. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
Maine Rural State AmeriCorps competition. It is recommended that all the grants should be funded if funding becomes available through the American Rescue Plan that recently passed. The Federal Agency has not yet determined how much rescue funding will be allocated or shared the policies on its use.
MOVED by Barrett that the Town of Van Buren’s AmeriCorps Five to Ninety-Five program proposal be approved for potential funding and placed on the waiting list with the first year funding of $81,500 Federal Share, to be matched by at least $145,119, supporting 5-member service years distributed over 5 slots with a cost per member service year at $16,300; with the condition that adjustments to Performance Measures be made, that the grantee demonstrate how the member’s time will add up to 1700 hours, and replacing the proposed use of $5,000 in unspent planning grant funds with another source of local funds. Second by Portella.
It was noted in discussion that this proposal was the result of a planning grant. In response to a question, Branham explained the Commission would not have to vote again on funding the programs once American Rescue Plan funds come to the Commission. The votes to approve means no further action would be needed by the Board and staff could proceed when funds are released. There will be a motion later to set the order for funding.
The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that Main Street Skowhegan’s AmeriCorps Outdoor Recreation program proposal be approved for potential funding and placed on the waiting list with the first year of funding set at $81,500 Federal Share, to be matched by at least $34,000, supporting 5-member service years distributed over 5 slots with a cost per member service year at $16,300; with the condition that details on funds, including in-kind, are reflected in the proposed Source of Funds. Second by Shorty. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that the Trekkers Building Relationships AmeriCorps program proposal be approved for potential funding and placed on the waiting list with the first year of funding set at $48,900 Federal Share, to be matched by at least $46,539 supporting 3-member service years distributed over 3 slots with a cost per member service year at $16,300; with the condition that clarification is provided on how an AC member would be able to mentor 50 individuals, that “HAS tier 3” is clearly defined, that the performance measures math for a target on outcome is corrected, and that the requirement for AmeriCorps to be part of program name is met. Second by Portella. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
MOVED by Barrett that the Maine Youth Alliance's I KNOW ME/AmeriCorps Mentor program be approved for potential funding and placed on the waiting list with the first year of funding set at $65,200 Federal Share, to be matched by at least $ 135,250 supporting 4-member service years distributed over 4 slots with the cost per member service year at $16,300; with the condition that the 990 and audit/financial review must be up to date, the amount of time dedicated to member training is clarified, and that the target for volunteers is increased. Second by Portella. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
Barrett explained that the next motion sets the rank order for funding if additional funds are available under ARP.
MOVED by Barrett that should funding become available, the wait listed programs should be funded in the following order: 1) The Town of Van Buren AmeriCorps Five to Ninety-Five Program; 2) Main Street Skowhegan AmeriCorps Outdoor Recreation Program; 3) Trekkers Building Relationships AmeriCorps Program; and 4) the Main Youth Alliance I KNOW ME/AmeriCorps Mentor Program. Second by Portella.
Discussion began with a request for an explanation on how the order was determined. Barrett explained that peer review occurs first and establishes a score. Those proposals recommended for task force technical review are evaluated and scored. Then the two scores are added to determine a final score. Under state procurement regulations, ranking is determined by the final score so that is the order in the motion. All materials including scoring are pubic. They were published with the Commission agenda.
A second point was a request for clarification on what happened to create the need for a wait list. Staff explained the increase in the formula allocation was not at the level expected – it was only about $50,000. Because living allowances for AmeriCorps members increased, the continuations rightfully consumed some of those funds. In addition, the federal agency has been saying for over two months that information about ARP allocations would be out soon. Staff expected to know the amount before now and be able to advise on final funding amounts. That did not work out as expected. Barrett noted this is a unique situation.
The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
The final item from the Grant Task Force concerns the peer reviewers. These volunteers give a significant amount of time to evaluating proposals. The task force would like to ask the Commission to recognize their contribution.
MOVED by Barrett to recognize the following volunteer reviewers for their time and expertise: Ben Filippo, Alana Shapiro, Kayla Hartt, Joanna Martel, Madelyn Hennessey, Jennifer Trowbridge. Second by Shorty. The roll was called for votes on the motion: In favor - Barrett, Shorty, Meinders, Tilton-Flood, Fiori, Barczyk, Haines, Nixon, L’Italien, Asselin Hawthorne, Phelps. Opposed – none. Motion passed.
Branham thanked the task force members for their commitment and time to the process. It is a core function of the Commission and the task force members work is critical.
National Public Policy Committees. Portela noted there was nothing to report from States for Service. Crofton serves on the Public Policy Committee of America's Service Commissions. She gave an update on the new version of Corps Act, the new Civilian Climate Corps Act which will heavily rely on AmeriCorps, the new Inspire to Serve Act which includes revitalizing youth service and service learning, and the status of regular appropriations and Commissioner sign-on letter. Committee members agree that the federal agency has sent signals on its three priorities for ARP funds: increase the living allowance, increase the cost-per-MSY, and augment existing programs. Funding new programs is always mentioned last. That’s why state commissions are so concerned about the silence.
Communications/Public Policy. Notes from the most recent meeting were posted. A lot is happening but activities do not require full board attention now.
CNCS Update. Cheesman reported for regional office after noting the new appointments to the federal agency board of directors were profiled in a national press release (https://content.govdelivery.com/accounts/USCNCS/bulletins/2cebd52?reqfrom=share). The agency is developing a new strategic plan (https://americorps.app.box.com/s/t3szch4u3b8d77oifn51fob4f27d69kp) that includes regional input sessions. At the regional office, it is a period of great growth. Two new portfolio managers (PMs) are in the middle of onboarding. Another 18 new PMs being hired. Also adding a senior portfolio manager for 4th team in region.
MCCS Staff. New program development. Staff are starting now to develop programs for the fall competition which is ultimately a federal funding decision. It takes 6-7 months of work to be ready to write a proposal. Child Development Services and other units in the Dept. of Education are interested in putting together a program. There has been outreach to the health centers through their association but not much energy on AmeriCorps. They are still in emergency response mode. There is a scoping meeting for Coastal Climate Corps at the end of June. Commission input would be appreciated regarding other federal interests that would fit Maine (youth mental health, adult education, pre-apprenticeships). These need to be large projects that will score well under evidence base.
Crofton also announced that LearningWorks’ Board of Directors voted to direct their staff to close the AmeriCorps program in August. It is too costly in terms of the amount of local share versus other federal programs. It is the only AmeriCorps program in schools working with students in the classroom. It was noted this agency is also the one that endured the 3+ years of OIG review, a process that had nothing to do with the agency but with the federal approach and staff turnover.
Regarding Commission staffing, the search for an office administrator is open again. The position was offered to someone in May but they declined it. Now the office is joining forces with another state office to create a full-time position that would be shared 50/50.
A Commissioner asked for further explanation of an issue in the Grant Officer report. It related to Colgy College’s program and disallowance of funds. Jamie explained there were 3 federal policies on enrollment in effect within an 18 month period. The misstep at Colby took place during the most punitive one that calls for 100% disallowance. She tried to appeal and have the newer policy apply because there was only a 2 month period between the discovery and new policy which does not disallow funds. The appeal has been denied. CNCS rep Cheesman stepped in to explain the federal agency point of view. Commissioners asked to be updated.
Another question was posed to Ashmore about training and adaptations during the pandemic – has the Commission staff been able to meet its responsibilities. Ashmore reviewed the challenges and successes. Again, the biggest challenge was not delivery of training but the constant changes at the federal agency. These are confusing to grantees.
Business Wrap Up (Branham)
The next meeting (June 18, 2021) will be virtual. A reminder that Commissioners who wish to stand for office should contact the chair. Elections will be at the June meeting.
There being no other business to address, MOVED by Portela to adjourn. Second by Shorty. Unanimous approval.
The meeting adjourned at 11:42 am.