February 10, 2016
Present: Ed Barrett, David Wihry
Absent: Kevin Bois, Laura Hudson, Rob Liscord, Nicole Pellenz, Joe Young
Staff: Michael Ashmore
Guests: Joely Ross
Minutes:
Group noted that members Rob Liscord, Nicole Pellenz and Joe Young each had last minute conflicts that kept them from attending the meeting.
Confidentiality Policy
The members reviewed and discussed the (new) Confidentiality Policy. This is a form that was recommended that the Commission have in place, particularly for individuals that volunteer with the Commission and who may, in the course of their duties, have access to personally identifying information or other data or information that needs to remain secure. The Commission currently uses a Conflict of Interest form for grant reviews that includes a brief statement regarding confidentiality. This form would not replace that one, but rather, reinforce the need for the maintenance of confidentiality by individuals working with the Commission on any project(s).
Members felt that the form was well written for its purpose but had some recommendations for minor changes. EB recommended that we include a list of “sample areas” where a volunteer might encounter confidential information. DW concurred and recommended that it could be part of the Acknowledgement form.
There was also a discussion of whether the form needed a staff initial to indicate who received the form and how that would work with electronically submitted forms. EB asked how the forms would be filed, by project or by name. A discussion of the merits and challenges of both followed. It is recommended that the forms be filed by project and then by name within. EB thinks that this will keep the forms project specific [for the volunteers] rather than them needing to be re-signed annually. It was recommended that the form include a field for the project name or type.
The members also noted that a short procedure will need to be developed for the use of the policy & form
National Direct AmeriCorps Program Application Consultation
The members reviewed the consultation paperwork submitted by the National Direct AmeriCorps programs that are applying for funding in the current competition. CNCS expects State Commissions and National Direct applicants to consult and coordinate activities at the local level, as specified in Section 131 of the NCSA (42 U.S.C. § 12583). This consultation is designed to ensure the most effective use of national service resources and lead to enhanced coordination.[ p.7, 2016 State and National Notice of Funding Availability]
Members reviewed the MCCS policy in National Direct input and the procedure for providing input using the CNCS provided interface in the eGrants system. The policy identifies three levels of input as follows:
- Support: Consultation occurred in a timely manner. The proposed project addresses a need identified by the Commission as a priority issue to be addressed by national service programs. The partners or affiliates in Maine that would host AmeriCorps members are likely to succeed in meeting the need, involving the community, and supporting the AmeriCorps member. If there is a potential conflict with an existing AmeriCorps program (State, National, or VISTA), the applicant has shown a willingness to collaborate in order to maximize impact of both programs and minimize competition or confusion in the community.
- Neutral: Consultation occurred in a timely manner. The proposed project does not address a need identified by the Commission as a priority issue to be addressed by national service programs. It is unclear whether the partners or affiliates in Maine that would host AmeriCorps members are likely to succeed in meeting the need, involving the community, and supporting the AmeriCorps member. If there is a potential conflict with an existing AmeriCorps program (State, National, or VISTA), the applicant’s willingness to collaborate in order to maximize impact of both programs and minimize competition or confusion in the community is unclear or absent.
- Do not support: Consultation did not occur. The purpose of the project, need to be addressed, involvement of the community, targets for impact, and other key aspects of the proposal are unknown.
The recommendations for input were as follows:
AIDS United - Neutral
Corps Network - Support
FoodCorps - Support
Share Our Strength - Support
Student Conservation Association - Neutral
Univ. of Maryland Legacy Corps – Neutral
Any other National Direct programs that are included in the CNCS interface, sincve they did not submit consultation forms, would be assigned a Do Not Support rating.
Other notes:
DW reminded the Committee that the Sub-grantee Risk Assessment tool was still on the table and that it should be the focus of the upcoming meeting