Executive Committee Meeting

2/3/2026

Commissioners in Attendance: Ruben Torres, Luke Shorty, Celeste Branham, Kelsey Preecs, Pamela Proulx-Curry, William Guidon, Scott Adams

Staff in Attendance: Brittany Gleixner-Hayat

 

I. Urgent and Timely Matters

NOFO Update

  • The AmeriCorps NOFO has been released, the timeline for the RFA process will be very abbreviated. The RFA draft is complete and with Maine State Procurement.
  • Commissioners and staff expressed appreciation for recent federal advocacy efforts, including outreach to Senator Collins’ office.
  • Follow-up communication will be sent to Senator Collins’ office thanking them and noting progress toward meeting the NOFO deadline.

Annual Report Submitted

  • The 2025 Annual Report has been submitted.
  • No issues or follow-up items were raised at this time.

II. General Updates and Planning

Alpha Legal Conversation Recap

  • Maine’s strategy of serving rural and underserved communities has us relying on small nonprofits as AmeriCorps grantees – this is an approach that other smaller states do not take because it is a high administrative burden and carries a degree of risk given the high management burden of AmeriCorps programs.
  • Discussion centered on how Maine compares to other states in administering AmeriCorps funding, particularly given Maine’s geographic size and dispersed population.
  • A key question raised was whether other states offer planning grants prior to larger program grants, and whether Maine’s two-tiered approach provides an advantage.
  • Commissioners noted that planning grants may help smaller organizations thoughtfully prepare for larger awards.
  • Concerns were raised about risk management and oversight challenges associated with large programs, citing past issues in large-scale operations.
  • The Maine Service Fellows program was discussed as one part of the Commission’s response to these challenges, offering fewer constraints and greater flexibility than AmeriCorps.
  • A potential opportunity was identified to fundraise for a staff position dedicated to supporting smaller organizations.
  • This topic was identified as a central strategic issue to be explored further through the upcoming three-year State Service Strategy process.

Belfast Rotary Club Presentation

  • Presentation was well received and resulted in multiple new outreach connections.
  • Attendees expressed interest in sharing ServeMaine.org through local listservs and community networks.
  • Additional invitations to present at other Rotary Clubs have been received.
  • Commissioners were encouraged to consider similar outreach opportunities.

CAP Agency (Belfast) Meeting

  • Staff met with leadership of a Belfast-based Community Action Program (CAP) agency.
  • CAP’s hallmark programs (e.g., Head Start, heating assistance) were highlighted.
  • Significant staffing and volunteer scale was noted, despite recent funding cuts.
  • Volunteer recruitment and retention were identified as an existential challenge, particularly following COVID-related losses among older volunteers.
  • This trend was noted as consistent with broader statewide volunteerism challenges and likely to surface repeatedly during the State Service Strategy process.

Commissioner Recruitment

  • Updates provided on recent interviews and recruitment efforts.
  • Commissioners emphasized the importance of maintaining bipartisan representation.
  • Consensus emerged to continue broader recruitment efforts, particularly targeting local government, business community, tribal representation, and out-of-school youth expertise.

Maine Volunteer Foundation (MVF) Update

  • Lucy was designated as staff liaison to MVF, focusing on administrative support, donor communications, and strategic fundraising assistance.
  • By mutual agreement, leadership has paused onboarding new MVF board members temporarily to reassess engagement and structure.
  • Discussion emphasized the need to reinvigorate board composition and leadership to support effective fundraising.
  • Commissioners discussed whether long-term structural alignment with MVF should be reconsidered, noting this as a future consideration rather than an immediate action.

Process for Billing

  • A proposed shift in financial operations was introduced:
    • Funds raised through events would remain with MVF rather than being immediately transferred.
    • Volunteer Maine would invoice MVF for specific, programmatic purposes.
  • This approach would allow MVF to demonstrate concrete impact, support targeted fundraising, and increase board engagement.
  • Commissioners expressed support for the clarity and fundraising leverage this model provides.
  • Proposal will be discussed further at the next MVF meeting.

Business Meeting Agenda

  • Task force leads were asked to identify items requiring inclusion on the upcoming business meeting agenda.

III. Upcoming Events

  • February 23–26: Pam and Britt attending ASC Leadership Convening
  • April 1: Hall of Flags event with legislators
  • April 14–16: Jamie (and possibly Britt) attending ASC National Service Training (Texas)
  • May 9: Governor’s Service Awards
  • August (TBD): Maine Volunteer Leadership Conference
  • August/September (TBD): AmeriCorps Member Conference

IV. Task Force Updates

Public Policy

  • The Public Policy Task Force has concluded targeted legislative outreach and is now shifting focus to implementation and upcoming events.
  • Meetings included Senate President, Speaker of the House, Senate Republican Leader, and Appropriations Chair.
  • Focus has shifted to planning the April 1 Hall of Flags event.
  • Appreciation expressed for commissioners’ participation and advocacy support.

Finance

  • Finance Committee meeting scheduled for early February.
  • Updated budget and cash flow projections are being prepared.
  • Planning will begin for next year’s operational budget.
  • Esayas will begin taking on responsibility for financial reporting, allowing staff leadership to focus on strategy.
  • Committee will now meet every other month.

Communications

  • No formal update provided during this meeting.

Service Programs

  • No formal update provided during this meeting.

IEA

  • No formal update provided during this meeting.

Grant Selection and Performance

  • No formal update provided during this meeting.

State Service Strategy

  • Multiple agenda items (NOFO response, volunteer recruitment challenges, program scale and oversight) identified as inputs for the upcoming three-year strategy process.