September 16, 2016
Present: [in person] Ed Barrett, Elizabeth Hite, Ron Holmes, Debra Plowman, John Portela, Carol Rancourt, Barbara Wentworth, Joseph Young
Public Comment Period. AmeriCorps program directors were present and introduced themselves. Sandy Goss of Take2 AmeriCorps thanked the Commission for their extra effort in renewing her program grant when CNCS gave very late notice of funding availability. Multilingual Leadership Corps and SySTEM Real School reported 100% retention of members during the program year that just ended.
Meeting
The business meeting was called to order by chair John Portela at 10:11 am. During introductions of Commissioners, Portela pointed out the Dept. of Education representative seat was filled over the summer by Debra Plowman. He welcomed her. The Commissioner quiz had two correct entries.
Focus on Mission/Responsibilities
Kirsten Brewer has joined the staff of the Commission for four months. Her work will focus on developing Maine-specific tools for grantees and MCCS to use in community education about AmeriCorps. CNCS no longer provides any materials to support outreach and public education although some of the previously available materials will be used as templates. Brewer is also organizing the October 7 AmeriCorps launch to which all Commissioners are invited.
Maryalice Crofton informed the Commissioners about results of supplemental requests for Maine. CNCS awarded supplemental Commission operating funds to support the work just mentioned (Brewer). In addition, CNCS just authorized supplemental AmeriCorps Formula funds which were requested as part of the regular AmeriCorps Formula cycle in June. The funds will be distributed equally to Goodwill Industries, SySTEM REAL School, and Medical Care Development. Finally, the supplemental training funds request was also approved and that work will focus on developing AmeriCorps applicants whose work targets community needs related to opiod or prescription drug misuse issues. CNCS has changed the deadline for applications in this area to May. All other applications will still be due January 18, 2017.
Business Reports
1. Minutes. The minutes for June were reviewed. Carol Rancourt noted a correction. She was at the meeting but is not listed as being present. Motion by [__] to accept the meetings with correction. Second by [__]. Vote on the motion: Unanimous in favor.
2. Executive Committee. Portela reviewed the two sets of minutes from August and the formal actions Executive Committee took regarding grant submissions. Executive Committee also voted to merge the Board Development Task Force into Executive since designated membership overlaps considerably. This will make meeting schedules more efficient for all. These need to be affirmed by the Commission. The September meeting was dedicated to review of recommended candidates and planning the retreat. It was noted that Janice Daku resigned from the Commission over the summer along with Lori Parham. Motion by [__] to accept the Executive Committee reports. Second by [___]. Vote on the motion: unanimous in favor
Portela noted that, if all the recommended candidates are appointed, there will be only two vacancies on the Commission. It is hoped the process will move forward on time for new people to be sworn in at or before the retreat.
3. ASC Policy update. Ron Holmes continues to serve on the public policy committee of America’s Service Commissions (ASC). The state perspectives on reauthorization issues are under discussion and options will be shared with the membership at the annual meeting next week. MCCS is a dues-paying member so it has a vote at the annual meeting. There is a slight change from the agenda note. Michael Ashmore has a required meeting that conflicts with the annual ASC assembly so MCCS needs to designate Pelin Fitzpatrick as our voting representative. This year, the business is routine – election of board members. Motion by Holmes to designate Pelin Fitzpatrick as the MCCS voting representative at the ASC annual meeting. Second by Wentworth. Vote on the motion: unanimous in favor.
4. Grant Selection and Performance Task Force. Ed Barrett reported for David Wihry who was unable to attend. The task force met several times over the summer. Most recently it recommended to Executive Committee that the Take2 AmeriCorps program of Goodwill Industries of Northern New England be funded for a second year. The task force recognizes there are serious performance issues and imposed conditions to be met as part of the approval. The members made the recommendation knowing the program was preparing to shut down because CNCS had indicated there was no OJJDP funding to support a second year. The focus on closing needs to be abruptly changed to addressing recruitment and retention. It was also noted this program had an unusual start because the Commission was not responsible for the initial review or selection. That was done at the federal level and the grant was then passed to MCCS to administer. As noted in Executive minutes, Grants’ recommendations were approved and the grant renewal request was authorized/submitted to CNCS in August.
The next body of work for the task force is late fall grant reviews. Peer reviewers are needed and, depending on the appointment schedule, may be recruited from candidates under consideration for the Commission.
5. Excellence and Expertise. The task force planned a meeting but it had to be cancelled at the last minute. The next meeting will be October 5 and Michael Ashmore is the new staff support person.
6. Public Information and Education/Public Policy. This task force did not meet. It doesn’t currently have a chair and has lost three members with departures of Commissioners ending terms.
7. Blaine House Conference Planners. Maryalice reported for David Wihry. The program is strong and registration has been open for over a month. However, registration levels are far below previous years. Members of the planning committee have been meeting personally with groups of managers of volunteers to address concerns about who attends. Outreach has included a mailing, advertising, and other usual methods. It was suggested that more emphasis be placed on two other out of state presenters who may draw people in. The Conference is October 11 at Thomas College and Commissioners received a special discount in their email last week.
8. CNCS Regional Office. Libby Hite reported on VISTA activities and the public affairs efforts around celebrating AmeriCorps 1,000,000th service member.
MCCS Staff reports
Michael Ashmore is teaming up with Laurel Keopke at Midcoast Hunger Prevention to lead a Service Enterprise training in midcoast Maine. Orientation for agencies joining the cohort was earlier in September.
MCCS staff are looking forward to a change in handling background checks. As a result of another FBI audit this summer, the process developed by the State Police that involved MCCS as an authorized handler of any findings was found to be non-compliant. Maine’s process will change again and, this time, cite a federal law that allows programs to receive the results directly. It is hoped the change will occur end of October.
The state audit finding that resulted in disallowance of funds spent by Maine Conservation Corps is reaching closure. CNCS worked with MCCS to calculate the amount of funds to be repaid and the letter notifying Conservation Corps of $3500 repayment has been sent. The matter should be closed by October 31.
Planning and Future Initiatives
The proposed schedule of business meetings for MCCS as well as projected schedule of task force meetings was distributed. It was noted that the January business meeting needs to be a week earlier because CNCS has announced the due date for grants is January 18, 2017 – prior to the normal third Friday. The meeting schedule was approved as presented.
The Commission retreat is still October 20 and 21. A draft schedule for the time was shared. The final schedule will be sent closer to the event. A proposal to move the October business meeting to Thursday (10/20) instead of Friday (10/21) was approved by consensus.
The Maine Volunteer Foundation report was moved to October.
Annually it is necessary to authorize Executive Committee to act on behalf of the Commission between meetings if some business is so urgent it cannot wait. Moved by Barrett to authorize Executive Committee to act on behalf of the Commission on urgent matters. Second by Rancourt. Vote on motion: unanimous in favor.
There being no other business the meeting adjourned at 11:55 a.m.