PRESENT: Betsey Sawyer-Manter, Chelsey Fortin-Trimble, Kelsey Preecs, Luke Shorty, Tade Sullivan, William Guidon Jr., Jenifer Tilton-Flood, Jennifer Burke, Ruben Torres, Janet May, Necole Janczura, Thomas Meuser, Diane Lebson, F. Celeste Branham, Scott Adams, Pamela Proulx-Curry, Kelly Day (remote), Michael Williams (remote), Susan Cheesman (remote), Ninette Irabaruta
STAFF AND GUESTS: John Portela (MVF), Tilan Copson, Maryalice Crofton, Michael Ashmore, Jamie McFaul, Lucy Martin, Kofi Bofa, Maureen Kendzierski
PUBLIC COMMENT
Shorty declares public comment closed as no one was requesting to comment and the White Pines AmeriCorps program is unable to attend this meeting due to unforeseen circumstances and is invited to attend the following meeting.
CALL TO ORDER
Luke Shorty called the meeting to order at 10:16 AM. After introductions of Commissioners, staff, and guests, the quiz answer was given. One Commissioner submitted a correct response but is not in attendance. The protocols for a hybrid business meeting were covered before the Public Comment opened. The chair did remind members that conflicts of interest should be declared as agenda items come up.
ANNOUNCEMENTS: Maureen Kendzierski was recently appointed to the Volunteer Maine staff as the Volunteer Services Coordinator. She recently moved to Maine and for 20 years worked in correctional facilities as an educator.
New appointments for task forces: Tade Sullivan will be co-chairing public policy taskforce and Kelsey Preecs will be chairing the Service Programs task force. Shorty thanked Tom for his time on the task force and executive committee.
Members of the Commission recognized Michael Ashmore and Chelsey Fortin-Trimble, and Tilan for their work on individual projects related to the search for Volunteer Maine’s new Executive Director and the National Service Recognition Day Event respectively.
MOVED by Celeste to recognize Maryalice Crofton for her 30 years of service to Maine’s Commission for Community Service SECOND by Jennifer Burke
Vote on the motion (roll call): In favor – Adams, Branham, Burke, Day, Fortin-Trimble, Guidon, Janczura, Diane, May, Meuser, Preecs, Proulx-Curry, Sawyer-Manter, Sullivan, Tilton-Flood, Torres, Williams. Opposed – none. Motion passed
CONSENT AGENDA: MOVED by Proulx-Curry to approve the consent agenda. SECOND by Williams. Vote on the motion (roll call): in favor – Adams, Branham, Burke, Day, Fortin-Trimble, Guindon, Janczura, May, Meuser, Preecs, Proulx-Curry, Sawyer-Manter, Sullivan, Tilton-Flood, Torres, Williams. Opposed – none. Motion passed.
Under the motion, the following minutes were approved and reports accepted: Commission business meeting minutes of February 21, 2025; Executive Committee reports from March 4, 2025 and Service Programs Task Force report from March 11, 2025.
PLANNING AND FUTURE INITIATIVES
Update on federal issues. Cash drawdown for AmeriCorps programs through Volunteer Maine must include a justification for the drawdown that appears on the DOGE page ~24 hours later. Need to be aware of how the information will be used and how to advise those drawing the cash on the significance of those justifications. Volunteer Maine does not have access to those cash-drawing procedures to offer the justifications.
OIG Letter. Following up on an investigation conducted by OIG last year, ~$4,000 is owed by the organization where the Member served but did not complete their term. The organization is not currently in the same state as when they were a host site. If the organization cannot come up with those funds the Commission must pay by March 30, 2025 without using federal funds. However, the process has been put on hold by Records as further investigation occurs and the timeline will restart after the process is unpaused. The Grant Task Force will address whether the Commission has to pay when the final resolution letter is received by Jamie McFaul.
Foundation. John Portela, President of the Maine Volunteer Foundation. John honored Maryalice’s time with the Commission and speaks to her guidance and their relationship. The Foundation is in the process of submitting a letter of request to Gloria MacKenzie foundation for $34,000 and they will inform the Foundation if they receive permission to apply for the grant by June 1st. A grant request to Bangor Savings Bank for $5,000 that is due by April 1st is also being submitted by the Foundation. The Governor’s Service Awards have received $10,350 in sponsorships and a package 4 certificates each worth 4 tickets from Portland Sea Dogs.
Luke Shorty believes it is critical to be aware of the likelihood of changes in federal funding and asserted the importance of diversifying the Commission’s revenue and the importance of the Board giving money to the Foundation as the 100% mark is an agreement that the Board came to.
Jennifer Tilton-Flood asked if John Portela has enough Maine Volunteer Foundation board members. John asserted that they always need more board members and would welcome assistance from the Commission in recruitment. Bylaws allow a board membership of up to nine members. Currently they have six board members. Diane asked about the grants that have been already submitted and if the funds are restricted. John responded that they are unrestricted but had informed the funders that MVF is not the one who disburses the funds but there is an emphasis on supporting the Maine Service Fellows. Diane asked about how grants were chosen and the amounts that were applied for. John and Maryalice responded that the grant writer and the Foundation ask for the max that they are recommended. Pam comments that there are a lot of $5000-10,000 options available. Tade asked if they were Community Impact Grants from the Maine Community Foundation. John Portela confirms yes. Maryalice commented that the Foundation is in a complicated place as funders are asking for a full 990 as opposed to a 990 postcard as they have been able to provide in the past.
Representative of the Foundation Jack Frost is going to be joining the Finance Task Force moving forward
John asked the Commission members to explore their networks for individuals outside of the established funders that would be willing to support the Maine Volunteer Foundation and by proxy Volunteer Maine.
Luke thanks John for his contribution.
ASC Leadership Convening Report. Tom Meuser represented Maine with Diane Lebson at the ASC meeting in Washington D.C. Tom reported that in terms of the transition it is important to reach out to other commissions and engage with other partners across the nation. Diane discussed how executives from the agency came to speak to the representatives from the boards and the candor that they expressed. Jennifer Burke asked if they were able to connect with Congressman Golden’s office to which they have not due to scheduling issues. Scott asked of the impact of removing federal monies. Diane reasserted that if federal funding was cut then the members would not be able to be supported. Maryalice contributed that almost $4 million is provided by federal funding – ASC has an advocacy/lobbying arm called States for Service that Chelsey Fortin-Trimble is active on.
Other. Kelly Day visited as an ambassador for the Strong Girls United VISTA program in York Maine with Lanie Silversides from Strong Girls United Foundation. Strong Girls United is a community program with a mission to empower girls through sport mentorships and mental health activities. Promotes strong bodies, kind hearts, and unstoppable minds through mindfulness, physical activity, and positive psychology. To find ambassador assignments, Commissioners can go to the Commissioner Basecamp. Tom Meuser will be conducting his ambassador visit in Aroostook in April with the Aroostook Agency on Aging.
BUSINESS REPORTS
Public Policy. Jenifer Tilton-Flood reaffirmed co-chair of the Public Policy task force with Tade Sullivan. Jenni reported that their primary goal is to support legislative bills that are currently put forward including Representative Morgan Rielly LD876. Jenni encouraged Commissioners to develop and foster relationships with representatives to emphasize the importance of the work being done. Jenni has reached out to meet with Senator Collins and Jenni is going to reach out to congressional delegations and their district office personnel about coordinating site visits with programs such as Alpha Legal. Tade has the opportunity to meet with Senator Collins through his work. Tade commented that appropriations chairs are having to reevaluate their own priorities regarding funding and got the sense that this is going to be a tough year and that there is language in the CR that is also going to make funding challenging in the current year.
Maryalice explained the LR1344 that Representative Morgan Rielly submitted requests that the Commission do a study with Maine Community College system and University of Maine on establishing a Higher Education Service Corps. Revisions being done are to accommodate the systems’ wants with SeaGrant and Sam Warren the legislative liaison. The model: students take a semester long course and then go out as service members into the community to do a project. It is modeled from program done by the chancellor at University of Connecticut and is similar to USM Muskie School internships currently being done by Brenda Zollitsch.
Chelsey explained that in the legislature everything is on hold. They have adjourned and there is an undesignated time for them to reconvene. LD876 has not been referred yet, for those that have been referred there is no guidance for how they will address those bills including MOCA and DOE. Special session of the 132nd session or carried over to the second session of the 132nd session. Service is a bipartisan commitment and needs to be continued. The ASC meetings have become more popular on the federal level with a lot of states represented and engaging conversation on strategy moving forward.
Luke Shorty clarified if the vote was a simple majority or 2/3rds vote. Chelsey confirmed that it was simple majority and what was passed will go into effect June 20th. Luke clarified if MOCA was in the first pass and Chelsey confirmed it was not.
The Commission recognized that the state budget is inherently tied to what is being done at the federal level but noted that the flexibility of the Commission and how frequently they collaborate is an asset during confusing times.
Bill and Kelsey will be meeting with Representative Rielly to discuss LD876. Maryalice asserts that $700,000 in LD876 has nothing to do with proposal to engage Service alumni in calls to action, only for the Maine Service Fellows.
Grant Selection and Performance Task Force. Luke reminded the Commissioners that there is a policy that allows the Executive Committee to make decisions and bring the decision back to the Commission
Executive Committee. Luke Shorty reported on the special meeting that occurred that morning. If the Commission is unable to hire the executive director to begin the Monday after Maryalice’s retirement, the roles and responsibilities have been distributed to staff members. Luke assured the Commission that there are contingency plans in place to maintain functionality of Volunteer Maine. Luke made sure the task force chairs were familiar with which Volunteer Maine staff members they will be collaborating with moving forward.
On another subject, the Commission Investment Fund and the Commission Support grant need to be submitted with an Executive Director on record from AmeriCorps federal funding by April 16th. Maryalice will be submitting the Commission Investment Fund and the Commission Support grant and the Executive Committee will act on it April 1st to meet the deadline in order to access federal funds.
Search Committee. Luke reported that they did the second round of interviews with candidates and are excited the process is moving forward. Luke asked the Commission to hold time in the coming weeks because state statute requires that in section 7504 it states the Commissioner of Education, in consultation with the commission, will hire the executive director. Luke asked the Commission to hold March 31st between noon and one to give the recommendation for hiring of the executive director position.
Communications Task Force. Diane Lebson had no report.
Institutional Effectiveness and Accountability. Celeste had little to report except potential shift in name for the task force. Moving forward might revisit the identity statement for compliance.
Financial Task Force. Luke reported that they discussed where they might locate the ~$4,000 previously identified as potential costs the Commission might incur. A spreadsheet containing both numbers and graphs was displayed to illustrate the budgeted and actual revenue. Two new grants were discussed one from the National Governor’s Association and the one from Resilient Maine that the will start seeing draws soon. It was noted that once again Department of Administration and Financial Services are having some difficulties paying vendors in a timely manner and that the Commission may have to repeat previous processes to encourage a more timely payment system. It was discussed that in the federal continuing resolution there is a provision that allows the federal government to sequester funds without getting permission from Congress through end of September.
AmeriCorps (federal agency). Susan Cheesman reports that they went through an active board review to check for compliance. No decision has been made because Maine worked with the Attorney General to not have to complete the budget amendments to come into compliance and it is under a preliminary injunction. AmeriCorps reported they have begun grantmaking again and deciding where money from the CR is going to be allocated. At the regional office level there have been staff changes. There is currently a federal hiring freeze. Last week all federal agencies had to submit a Reduction in Force (RIF) plan. Morale has been shaky and they appreciate the support of the Commission and to Maryalice for her time of service. Luke Shorty thanked Susan Cheesman for her work and dedication throughout these uncertain times.
Service Programs Task Force. Lucy introduced the task force recommendation for a new policy that would allow for current graduate students that had completed an undergraduate degree to apply for the Maine Service Fellows and apply their service with the Fellows to their capstone, thesis, or required internship/externship. The policy would clarify that even if candidates had not yet completed their graduate degree, if they had completed their associate or bachelor’s degree within the last five years and could commit to the full term of service, then they would be eligible for the program.
MOVED by Pamela Proulx-Curry to allow for current graduate students to be eligible for Maine Service Fellows terms of service if they had completed an associate or bachelor’s degree within the last five years and committed to a full term of service. SECOND by Dianne Lebson.
Discussion was opened. Pam clarified that a person who obtained their degree ten years ago could not serve in this program regardless of current educational status and it was further clarified that this policy would target new graduates and early career professionals. Dianne asked when the policy went into effect to which it was clarified that the policy would go into effect when it was passed by the Commission. Dianne followed up asking if graduate students in the state of Maine who are not U.S. citizens would be considered to which Lucy answered yes but with some parameters. Currently a Maine Service Fellow does have a student visa and was eligible for the Maine Service Fellows as an extension of his studies but that the process was challenging and could be more so moving forward. Dianne asked a third question regarding the level of assistantship and was informed by Lucy that the Fellows receive a living stipend, educational award, health insurance, and personal time off/paid holidays. Lucy further clarified that the educational award could only be put towards repayment of student loans retroactively. Betsy asked about whether candidates that had one semester to finish their project would be eligible even if it did not encompass the full service term and what might the associated risk/liability be. Lucy responded that the Fellow signs a contract upon acceptance that commits to the full term of service and that regardless, Fellows are able to leave a service term early and sacrifice their educational award so this would follow the same protocol already in place.
Luke commented that he serves as the primary designated school official for SEVIS at Thomas College and spoke to international students’ visas and the possibility of extending their I-20s by applying for curricular practical training prior to graduation and that lasts for up to a year. Jenni commented that all student loans are now being moved to SBA. Michael clarified that graduate students are not automatically eligible for this policy change but those that have capstones, externships, or internships would be. It was noted that it would be a great opportunity for the free community college system. Betsy asked if the Fellows would be able to take other forms of employment during their service term if the opportunity arose. Michael responded that generally that was not allowable because it would interfere with the time commitment the Fellow had already signed on to for the host site but that in some cases it could be left to the discretion of the host site if they believed it would not significantly hamper the project.
Vote on the motion (roll call): In favor– Adams, Branham, Burke, Day, Fortin-Trimble, Irabaruta, Janczura, Lebson, May, Meuser, Proulx-Curry, Sawyer-Manter, Sullivan, Tilton-Flood, Torres, Williams. Opposed – none. Motion passed.
Commission staff reports (items here in addition to published reports). Lucy Martin is moving from contractor status to acting capacity starting Monday (3/24/25). Maureen Kendzierski is going to be taking the lead on the NGA workforce development project whose funding is supporting her position. Two more communities are being recruited to host Maine Service Fellows. Maryalice discussed the list of tasks that she and Chelsey have worked on regarding the duties that will have to be reallocated until the new Executive Director is hired.
BUSINESS WRAP UP
Luke asked remote participants how the technology went. They all indicated it had no problems but that it was helpful when Jen moved the microphone over to Tade and Maryalice because that portion of the table was hard to hear. Luke also asked in person participants how the technology worked, and they all indicated no problems. The next scheduled business meeting is April 18th, 2025 and though it is during school vacation Commissioners are able to join remotely.
Motion was made to adjourn and accepted unanimously. The meeting adjourned at 12:31 pm.