Grant Selection and Performance

This report covers both the March and April activities.

  1. Members of the Task Force received a copy of the Request for Proposals issued for the current formula grant competition and were asked to review the language of the proposal and to provide feedback on how the RFP might be simplified or improved.  Given the length of the document, Members were asked to provide feedback after the meeting.
  2. Staff updated the Task Force on draft guidance developed to address issues surrounding Covid vaccination for AmeriCorps members, specifically addressing the potential to require vaccinations.  VolunteerMaine plans to take no position on organizations that require vaccination, but the guidance provides information and resources to grantee agencies as they consider how to proceed.  That draft guidance is attached.
  3. Policy on Rural Grantees Recompeting.  As originally envisioned, Rural Grantees would receive an initial three-year grant only.  If the grantee wished to continue an AmeriCorps program, they would have to “graduate” to the regular grant competition with a required minimum of 8 Member Service Years.  Our experience with the program has shown that small organizations may need more than an initial three-year grant to realize a positive cost-benefit from the program and to consider expanding the program’s scope to a larger number of AmeriCorps members.  As a result, the Task Force supported permitting rural grantees to apply for a second three-year grant under the Rural Program.
  4. Amendment to Grant Continuation Policy.  The Commission staff recommend the Grant Continuation Policy be amended to specifically state that the number of slots that are less than 900-hour positions will be reduced if the grantee fails to enroll at least 85% of the authorized slots in the previous year unless there are extenuating circumstances or the period of time for which those slots are to be filled has not yet been reached.  The policy and the proposed amendment (underlined) are as follows:

“Commission decisions about the level of funding and resources to award each year may include:

  • awarding the resources requested in the original grant application;
  • reducing the award based on its assessment of the grantees capacity to use and manage grant resources; or
  • offering (when available) expanded resources based on the Commission’s assessment of the grantee’s capacity to use and manage grant resources.

Specific to member positions (slots) for part-time terms of service that are less than 900 hours, absent any extenuating circumstances beyond the grantees control or the normal schedule for filling such slots, the Commission will reduce the request for part-time positions by the number of unfilled positions in the prior year when enrollment for that position type is less than 85%.

If the overall amount of funds or resources available to the Commission substantially changes, the review process also will determine the degree to which any or all grant awards will be reduced or increased.”

  1. Peer Reviewers for Coming Grant Evaluation Round.  As with all grant competitions, Peer Reviewers are recruited to assist in the evaluation process.  The Task Force has reviewed the applications received as of April 7, 2020 and has recommended the applicants were approved.
  2. Commissioner Volunteers May Be Needed.  We are anticipating we may receive around 10 applications for funding in this round.  Each application will need to be reviewed by at least two Commissioners as part of the award evaluation and rating process.  Should we receive this many recommendations, we may need to ask Commissioners to volunteer to help out.  If you are potentially interested, contact Ed Barrett or Jamie McFaul, grants officer, and let us know.  If we find we do need help, we will be in contact.  The schedule is as follows: 
       
    Note the timeline is in reverse order.

    June 3                 Maine formula grants submitted
    May 24-June 1     Authorized grantees make corrections, meet Commission conditions
    By May 25           Notification letters sent to applicants + selection package submitted to Procurement for review and authorization.
    May 21                Commission board vote on award recommendations
    May 17 (Monday)  GTF recommendations posted with HQ for Commissioners
    May 14                GTF public meeting to finalize recommendations on awards
    May 3-12             GTF panels do their work – tech reviews and interviews for new apps; tech review only for continuations
    April 20-29          Peer Review of submitted proposals
    April 21-30          Jamie - compile tech reviews of continuations. Posts for Grant Task Force review (GPR for 3/30 arrives 4/20 and is used in this)