Texas Disaster Volunteer Generation Initiative Informational Q&A Session 1
Call Agenda: Welcome 1. Welcome and Intro to OneStar Why Disaster Volunteerism? 2. Funding Opportunity Funding Structure and Goals Funding Amounts and Grant Period Eligibility Project Deliverables Unallowable Activities Match Requirements Performance Measures, Reporting, and Grant Administration Grant Review and Selection 3. Application and Submission Process Narrative and Budget Timeline/ Important Dates 4. Q&A 2
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Intro to OneStar Mission OneStar Foundation connects partners and resources to build a stronger nonprofit sector in Texas. Vision OneStar Foundation envisions Texas having the strongest, most effective nonprofit sector in the country. 4
Intro to OneStar Connect: OneStar connects faith-based and community organizations, businesses, government and foundations to resources and information about the nonprofit sector. Promote: We promote the nonprofit sector, innovative strategies and public-private partnerships to drive community solutions. Convene: OneStar is the statewide convener of nonprofit networks, developing a coordinated approach to building the strongest most impactful nonprofit sector. 5
OneStar s Business Model OneStar Programs Strategies OneStar s Mission Convene VGF OneStar Integration connects partners & resources Volunteer Portal Promote ICG NMAT to build a stronger Connect - nonprofit sector in Texas! 6
Why disaster volunteerism? State of Texas Emergency Management Plan: Annex T Volunteer and Donations Management OneStar is listed as a Non-Council Member Support Agency/Organization 7
Why disaster volunteerism? OneStar also serves as single POC for national service resources in TX during times of disaster. 8
Why disaster volunteerism? OneStar resources available to support local volunteer management efforts: Statewide Volunteer Portal (www.volunteertx.org) National Service volunteers (AmeriCorps, Senior Corps) Under development with TDEM and partners: Volunteer Reception Center (VRC) go kit Management of Spontaneous Volunteers Certification Course / VRC Simulation Training 9
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Texas Disaster Volunteer Generation Initiative Funding Opportunity 11
Federal Funding Structure The Corporation for National & Community Service (CNCS) AmeriCorps Senior Corps Volunteer Generation Fund (VGF) Social Innovation Fund (SIF) AmeriCorps National Civilian Community Corps (NCCC) Foster Grandparents AmeriCorps State & National Senior Companion Program AmeriCorps Volunteers in Service to America (VISTA) Retired & Senior Volunteer Program (RSVP) 12
Our Funding Goals The Texas Disaster Volunteer Generation Initiative will: Strengthen infrastructure: Improve the State of Texas ability to harness the potential of unaffiliated/spontaneous volunteers in times of disaster Build partnerships and plan ahead: Ensure volunteer connector organizations and community partners are READY and have plans in place for disaster volunteers. Generate volunteers: Recruit a total of 2,000 disasterfocused volunteers across the state of Texas who will contribute a minimum of 1,000 hours of service in the grant period. Help us LEARN: What works, what doesn t? 13
Funding Amounts and Grant Period Total Funding Available: OneStar has allocated $150,000 for Texas Disaster Volunteer Generation Initiative grants. Award Amounts: OneStar expects to award up to five (5) grants of between $25,000 $50,000. Award Period: Early March End of October 2014 (8 months) Additional continuation funding may become available but is not guaranteed. 14
Eligibility Criteria Eligible Applicants: Open to public or private nonprofit organizations, including faithbased and other community organizations; institutions of higher education; government entities within states or territories (e.g., cities, counties); labor organizations, partnerships and consortia; Tribes, and intermediaries planning to subgrant funds awarded are encouraged to apply. Note: Receiving funding previously from CNCS or another Federal agency is not a prerequisite to applying under this Notice. Ineligible Applicants: For-profit companies Lobbying organizations / 501(c)(4) Organizations that have been convicted of a Federal crime are disqualified from receiving the assistance described in this Notice. 15
Eligibility Criteria Successful applicants must also meet the following selection criteria as required by OneStar: Have a permanent office or have operations based in Texas. Request a minimum of $25,000 in funding. Be able to provide dollar-for-dollar match (cash or in-kind), i.e., the Federal share may not exceed 50% of the total project cost. Demonstrate a readiness and commitment to recruiting and utilizing volunteers in times of disaster. Agree to work cooperatively with OneStar staff and/or contractors to fulfill grant requirements and evaluate progress. Provide OneStar with a copy of their A-133 Audit or Independent Financial Audit. The applicant organization will also certify they have experience in managing state and/or federal grant funds. Any application that fails to meet one or more of these requirements will not be eligible for review or funding consideration. 16
Eligibility Criteria Priority will be given to applicants that: Are existing volunteer connector organizations (such as volunteer centers) Are members of the state or local Voluntary Organizations Active in Disaster (VOAD) Propose to partner with national service programs in their area (AmeriCorps or Senior Corps) 17
Program Deliverables As a condition of funding, grantees will be required to: 1. Appoint and train a disaster response volunteer coordinator/ specialist within their organization. 2. Participate in at least one grantee kick-off training and subsequent monthly conference calls conducted by OneStar. 3. Design and launch a disaster volunteer recruitment campaign in their local community that results in measurable disaster volunteer registrations and disaster volunteer data tracking. 4. Track and report on two required CNCS National Performance Measures: 1) number of volunteers recruited and 2) number of volunteer hours contributed as a result of receiving funding. 5. Submit a Continuity of Operations Plan (COOP) to ensure their organization s ability to sustain itself and continue operations in the event of a disaster. 18
Program Deliverables (continued) As a condition of funding, grantees will be required to: 6. Plan and host at least one Volunteer Reception Center (VRC) simulation in their local community to train and prepare staff, volunteers and partners for coordinating large groups of volunteers in a disaster. 7. Consult with local emergency management and government officials on the most appropriate role of their organization in the local emergency management plan with relation to spontaneous volunteer management as an emergency support function. 8. Document project results by maintaining photographs, videos, press releases, program materials, articles, media clippings. 9. Submit a mid-year and year-end Progress Report on their progress toward meeting CNCS National Performance Measures as well as the above program deliverables. 19
Unallowable Activities Certain activities may NOT be supported with these grant funds. The prohibited activities include the following: Lobbying Inherently religious activities (such as religious instruction, worship or proselytizing) Organized fundraising (including campaigns, endowment drives, solicitation of gifts and bequests or other activities to raise capital or obtain contributions) Acquisition of real property or construction costs Purchase of vehicles or equipment 20
Match Requirements Grantees under this Notice will be required to provide: dollar-for-dollar match (cash or in-kind) For example, an applicant proposing a total project budget of $100,000 could request no more than $50,000 (50%) in Federal Share and would have to provide $50,000 (50%) in Grantee Share (match). Applicants must also describe the expected sources of their matching share in their application. (Examples of in-kind match include personnel, training, office space, supplies, etc.). OneStar will provide fiscal monitoring and oversight to ensure match is adequate, allowable, and documented correctly. 21
Match Requirements What can be used as match? Cash Private donations Foundation grants Corporate contributions Earned income (revenue from sale of goods/services) Contributions received by cash, check, electronic funds transfer, credit card, or payroll deduction In Kind Resources Personnel/Labor Office/training space Equipment or supplies Other non-cash contributions provided by third-parties Must directly benefit and be specifically identifiable to the project or program; must be able to show fair market value. 22
Match Requirements You may be able to use some other federal funds as match on this grant but you must have approval from that other federal agency to do so. Note: You CAN NOT use VGF grant funds as match on other grants. You must treat the Federal share and Grantee share the same: Documentation Allowability 23
Budget Requirements CNCS requires that all staff members listed in the budget follow the National Service Criminal History Check (NSCHC) requirements. Requirements depend on an whether an individual has recurring access to vulnerable populations. Recurring Access means that you would have the opportunity to interact with a vulnerable population at least one time either in person or over the phone. 24
Budget Requirements Regardless of access level, all budgeted staff are required to have: National Sex Offender Public Website (NSOPW) Check Free check that must be completed prior to the start of your grant. Statewide Repository Check (through TX DPS website) $4 check that must be initiated prior to the start of your grant. If it is determined that a staff member will have recurring access to vulnerable populations, that staff member must also have: FBI Fingerprint Check $41 and includes both the cost of the Statewide Repository and Fingerprint checks The costs for running these checks may be included as a cost component in your proposed budget. 25
Budget: Common Red Flags Missing or Incomplete calculations Supplies for $5,000 without any calculation as to how that amount was determined. $400 x 12mo = $5,000 but what will the $400 be paying for? Staff time in alignment between Salary and Fringe Jane Doe included under Personnel at 35% time Jane Doe included under Fringe at 20% time Items that appear to have costs that you have backed into. Including $5,000 for supplies and then having a calculation of $416 x 12mo. A much more reasonable budget calculation would be $400 x 12mo. = $4,800 Inconsistency in Quantity Budgeting for orientation training for 500 volunteers, but only budgeting for supplies for 400 volunteers 26
Budget: Common Red Flags Match not matching Source of Matching Funds chart Grantee Share of the budget adds up to $25,000 Source of Matching Funds on the budget adds up to $25,000 Source of Matching Funds chart only adds up to $21,000 Costs in the budget that are not described in the narrative. Incorrect Calculations Item Federal Share Grantee Share Supplies (pens, paper, toner, folders) at $250 per month x 10mo $2,000 $1,000 27
National Performance Measures Performance Measures, Reporting Requirements, and Grant Administration Grantees will be required to use the following CNCS Performance Measures to assess outcomes of their projects: Priority National Performance Measure (required) Number of community volunteers recruited by CNCS-supported organizations or national service participants and hours of service contributed by community volunteers who were recruited by CNCS-supported organizations. In addition to the selected Priority Measures, applicants may also select one or more of the optional Complementary Measures below: Complementary National Performance Measures (optional) Number of military family members engaged in service opportunities as a National Service participant or volunteer. Number of veterans engaged in service opportunities as a National Service Participant or volunteer. Number of organizations implementing three or more effective volunteer management practices as a result of capacity-building services provided by CNCS-supported organizations or national service participants. 28
Reporting Requirements and Grant Administration Reporting Programmatic and Financial Reports submitted semiannually: Mid-year Reports due July 21 st Final Reports and Closeout documents due November 21 st Other reports as required Grant Administration Monthly communication (at a minimum) with OneStar Timely responses to requests from OneStar Timely submission of reports and other documents Attendance on webinars and at events by appropriate project staff Regular data collection on volunteers, volunteer hours, funds spent to date, and progress toward other project deliverables 29
Method of Payment Cost Reimbursement Payment Process: Grantees will submit reimbursement requests (Periodic Expense Reports PERs) after incurring the costs. Can be submitted as frequently as twice a month or as infrequently as quarterly. You will reimbursed for allowable costs. Must have documentation to support all costs. 30
Grant Review and Selection Process Prepare the Application Submit Application to OneStar (1.30.2014) OneStar Grant Review (Be Available For Clarification Questions) (February 2014) Projects Start! Grantee Kick-Off Meeting (March 2014) Notification of Funding / Notice of Grant Awards Released (Late February/ Early March) OneStar Board Review and Vote (February 2014) 31
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Application and Submission Process Components to be submitted via email to grants@onestarfoundation.org: Notice of Intent (optional) due Friday 1/17 Application Form and Narratives (required) due Thursday 1/30 Budget (required) due Thursday 1/30 Application materials are available for download at: http://onestarfoundation.org/funding-opportunities/.
Application and Submission Process Application narratives (required) Do not exceed 20,000 characters (5-7 pages) Four narrative sections: Executive Summary 2,000 characters max. Program Design and Plan Organizational Capacity Cost Effectiveness and Budget Adequacy Assessment Criteria Categories Respective Weights Executive Summary 5% Program Design and Plan 50% Organizational Capability 30% Budget Adequacy and Cost-Effectiveness 15%
Application and Submission Process Applications must be received no later than 11:59:59 PM Central on Thursday, January 30, 2014. Late applications WILL NOT be accepted.
Timeline and Important Dates Event Date Grant Application becomes Available January 9, 2014 Q & A Conference Call January 15, 2014 Notice of Intent to Apply Deadline (optional) January 17, 2014 Application Deadline January 30, 2014 Hold for Clarification February 10 28, 2014 Grant Award Start Date (tentative) March 3, 2014 VGF Kick-Off Meeting (required) March 20 21, 2014 Mid-Year Progress Report Due July 21, 2014 Grant Award End Date October 31, 2014 Final Progress Reports and all Closeout Documents Due November 21, 2014 This is a proposed timeline; exact event dates are subject to change. 36
37 Questions?
Contact Information Questions? Contact: Emily Steinberg, Associate Director, AmeriCorps*Texas emily@onestarfoundation.org 512-287-2008 Submit the Notice of Intent (due 1/17) and Application (due 1/30) via email to: grants@onestarfoundation.org 38
Texas Disaster Volunteer Generation Initiative Informational Q&A Session 39