DRAFT

SerVermontCommissionMeeting

7March201912:00p.m.-4:00p.m.

WaterburyStateOfficeComplex,CherryAConferenceRoom

MembersinAttendance:GuyIsabelle,MeganMcKeever,ChristyGallese,EileenSmart(satonMaineCommission-fillinginforSharoninNewHampshire),DanNoyes,LeeWhite(ex-officio)MembersinAttendanceViaPhone:BobMcCabe,JasonGosselin,DougKievit-KylarStaffinAttendance:PhilipKolling,SharonHearne,RobynBaylorAgenda

- Welcome- Minutes- PublicComment- PartnersandPlans- NewData- BREAK- Governor’sServiceAwardsDiscussion- Upcomingevents- Adjourn

Appendedarethefollowingitems:• ProgramMonitoringPolicyDRAFT–forapproval• VTStateServicePlan19-22–fordiscussion/approval• ManagementDecisionforOIG18-13–fordiscussion• H-0193AsIntroduced–forreview/discussion• CNCSTransformationandSustainabilityFinal–fordiscussion12:00pm Welcome,IntroductionsPhilwelcomedeveryoneandleadround-tableintroductions(whoareyouandwhatconstituencydoyourepresent?).12:20pm ApprovalofMinutesPhilopeneddiscussionandsoughtapprovalofMeetingMinutesforJanuary2019.Guymadeamotiontoapprovetheminutesaspresented.Christysecondedthemotionandtheminutesweregivenunanimousapproval.12:30pm PublicCommentPeriodNonenoted.

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12:45pm PartnersandPlans:ActivitiesandUpdatesPhilbeganthethediscussionofPartners&Plans(Activities&Updates)bynotingthefollowing:AmeriCorpsProgramStaffChanges:

• LEAPintheNEKCoordinatorisnowProgramDirector• VermontYouthDevelopmentCorpshasanewAssistantDirector• VermontYouthConservationCorpshasdesignatedanewpersonasProgramDirector

Sharonaddressedthetrainingneedsofnewstaffandindicatedthatsheispreparedtoprovidethisasneeded.VYCCMonitoring:

• Havesharedreportwithstaff• Establishingcorrectiveactionplanandtimeline• Manychangesmadealready• Meetingwiththemnextweektoreview

VYCCmonitoringresultshavebeensharedandacorrectiveactionsplanisbeingdeveloped.Theprogramhasalreadymadesignificantchangesandprogressispositive.SubsequenttotheVHCBauditfourmembers'educationawardsweredeterminedtobedisallowed(owingtoanunallowablefor-profitactivity).GuyvoicedconcernthatthemembersNOTbehedresponsibleforsuchatechnicalityandPhilreportedthatVHCBintendedtocoverthemembers'costofthewithdrawneducationawards.ReSourceMonitoring:

• FindingbaseduponA-133Audit• CorrectiveActionPlaninPlace• DocumentationprovidetoInternalAuditGroup

CEDOMonitoring:

• InternalAuditGrouphasnotissuedthereportatthistime.• PausedperIGinstruction• IGvisited–nofindingshavebeenissued,workcontinues.

DRAFTMonitoringPolicy:Thecurrentmonitoringpolicywasdeemedtobeoverlyprescriptivewithmonitoringmonthsclearlyspecified.Intheproposedupdatetothepolicythemonitoringschedulewasmademoregenericandthusmadelesspredictable.Christieaskedifthepolicygainedgreaterlegititmacywithboardadoption.Philsaidthatitwould.Thus,Guymadeamotionthatthemonitoringpolicybeadoptedasupdated.Leesecondedthemotionandthemotionwasgivenunanimousapproval.VISTAUpdate:Robynreportedthatrecruitmenthasremainedanongoingchallengebut,todate,NOapplicants/recruitshavebeenlosttodate.ProgramapplicationsareduetoCNCStomorrow(3/8/19).Robyishopingtobringonmoresitesworkingontheopioidepidemic..butthishasprovenchallenging.Well-resourcedorganizationsarealreadygeareduporgearinguptoaddressthisneed.Stategovernmentwasinterested,butthereweretoomanybeaureaucratichurdlestoovercome.Thirty-fivelettersofintenthavebeenreceivedand33VISTapplicationswerereceivedfor26slots.Vermontiseligiblefor38slots,but...willconsiderapplyingforanamendmentforadditionalslots.Robynexplainedhowshewouldliketomaketheapplicationprocessmorecompetitiveinthefuture.BobaskedhowmanyAmeriCorps/VISTAmembersstayinVermontpost-service.

Robynguessedthatthenumberwasaround2outof3memberschoosetostayinVermontandthatthisrepresentedapproximately50/50VermontersandOut-of-Staters.H.193 2019

BILLASINTRODUCED

. 1H.193

. 2IntroducedbyRepresentativesNoyesofWolcott,ColstonofWinooski,Hillof

. 3Wolcott,MaslandofThetford,andTroianoofStannard

. 4ReferredtoCommitteeon

. 5Date:

. 6Subject:Commerceandtrade;workforcedevelopment

. 7Statementofpurposeofbillasintroduced:Thisbillproposestoprovidea

. 8StateeducationawardthatmatchestheSegalAmeriCorpseducationawardtoa

. 9studentwhoprovidedhisorherAmeriCorpsserviceinVermontandis

. 10enrolledataVermontpostsecondaryinstitution.

DanofferedanupdateonprogressmadeonmovingH.193towardpassageintheVermontStatehouse.Thebillwaspresentedtotheappropriationscommittee...andwas"favorablyreceived".Subsequently,thebillwasassignedtotheCommerce&EconomicDevelopmentCommittee.Itmaybehelpfulforcommissioners,ontheirpersonaltime,toreachouttomembersofthecommitteetovoicetheirsupport.OnthesenatesideSenatorWestmanhasalreadyexpressedthatthebillseemedtosuggesta"goodinvestment"inVermont.CNCScantellushowmuchFederalmoneygoestoVermontinstitutionsofhigherlearning.Bestguessis,approximately$61K/yearwith$1.4Meducationawardstotal.DanalsospokebrieflyregardinganANRprogramtogetAmeriCorpsmemberstrainingtoserviceautosoflow-incomeVermonterstoensurethattheyarerunningascleanlyandefficientlyaspossible.Shouldanyofthisgaintraction,thebillwillcombine:

• EstablishingSerVermontinstatutevs.executiveorder• StateCollegeEdAwardmatch• Instatetuitionforthoseserving

EstablishSerVermontinstatutevs.

executiveorderStability

StateCollegeEdAwardmatch

Instatetuitionforthoseserving

PhilinitiateddiscussionoftheManagementDecisionsonOIGReport18-13,Agreed-UponProceduresforCNCSGrantsAwardedtoSerVermontwiththefollowing:Audit:

• Twofindings:– NoncompliantNationalServiceCriminalHistoryChecks($201,868)– UnallowableFor-ProfitActivities($11,570)

• Questioned$213,438total:– $122,551infederal– $38,746inmatch,– $51,912inEdAwards– $229ininterest

FinalDisallowances:

• NSCHCNoncompliance:$21,500– SerVermont:$1,000– LyndonStateCollege:$15,000– VTHousingandConservationBoard:$5,500

• ProhibitedActivities:$0• NoEducationAwardsaredisallowedundereitherfinding.

RemainingActions:

• FinalrevisionsofNSCHCpoliciesandprocedures–whicharechangingwithCNCSpolicyPhilnotedhowitwasthatSerVermontandthetwopartnersmustyetupdatetheirpoliciesregardingriminalhistorychecks.PhilwentontoexplainthattherewereerrorsinaprocessNOTthatineligiblecriminallydangerousindividualswereallowedtoserve.FinalTakeaways:

• Systems,policiesandprocedureslargelywork.• NSCHCiswherealmost100%ofourrisklies.• Lotsofunnecessarywork(prepareorganizationsforlargequestionedcoststhatCNCSalreadyhadapolicyforaddressing).• Didn’tgetresolvedlightly.

PhilbeganhisdiscussionoftheCNCSTransformationandSustainabilityPlanbyexplaininghowSerVermontcouldbesupportiveoftheplan'sgoals(seebelow)andiswillingtoengageinaconversationwithCNCSregardingtheyetunspecifieddetailsoftheplan.CNCSTransformationandSustainabilityPlanGoals:

1. Strengthencorebusinessfunctions2. Strengthenandaligngrantsmanagementandmonitoringtoimproveefficienciesandmaximizeeffectiveness3. Prioritizeevidence-basedinterventions4. Simplifyandstreamlinetheapplicationprocess5. SimplifytheCNCSbrand6. Alignworkforcesandworkplacestobetterserveourcustomers,meetevolvingneeds,andensureefficientuseoftaxpayer

dollarsCNCSTransformationandSustainabilityPlanPosition:

• Supportiveofthehigh-levelgoals– Needdetails– NeedtounderstandimpactsonnationalserviceinVT

• NewhouselegislationtostoppartsofplanSomesupportandskepticismofplan

CNCSTransformationandSustainabilityPlan:

• CEOhasaskedforoursupportoftheplan• Itisimportantforustoknowthatwewillbeengagedinthedevelopmentandexecutionoftheplan,andnotjustreceive

updatesonceitisadonedeal.• Wanttobeabletoconfirmoralleviateconcernsofthefield.• Whataretheimpactsontheground?

SpecificDetailsNeeded:

• TheongoingrelationshipwiththeAmeriCorpsStateandNationalteamindevelopingandrefiningpoliciestofurtherstrengthenAmeriCorpsprogramming

• Theroleofportfoliomanagersandthecomplianceofficeinsupportingandmonitoringcommissions• Howtheregionalstructurewillensurethatlocalprogramdevelopmentinunderserved,ruralandeconomicallydepressed

areaswillnotbeadverselyimpacted• Therolecommissionscanplayinsupportingallstreamsofnationalserviceintheirstates–fromreferraltoprogram

developmenttotraining/technicalassistancetoadministrativeresponsibilityPhilnotedthatthetrulyBIGISSUEbroughtupbytheplanwasthefollowing(andforthefollowingreasons):Regionalization:

• PartofGoal6.• Mentionedregionalstructurewithnodetails.• Locationsannounced.• Positionlocatedthereannounced.• Whatthepositionsdoandhowcommissionsinteractwiththeofficeisunclear.• UnsurewhattheimpactonnationalserviceprogramsinVTwillbe.• Havebeenmanyunintendedconsequencesofquicklyannouncedplanssofar.

Asresultofthedecisiontoregionalize,allpositionsarebeingpostedApril1st,everyonewillbeRIFedandmustthenreapplyforthenewlypostedredescribedpositions.Thequestionwasposed,"Howwillaregionalofficeserveus(SerVermont)betterthanastateoffice?"ACTsubmitted122suggestions,ofwhich88CNCSsaidtheyhadadopted.SerVermontPositionontheCNCSTransformationandSustainabilityPlan:

• Stillsupportthebroadgoals.• Concernaboutimpactsonprogramontheground,toVT,andunintendedconsequences.• WanttobeinvolvedinassistingCNCSinfindingsolutions.• Don’thaveenoughinformationorspecifics,orunderstandingofCNCSleadership’svisiontobe“for”or“against”theplan.• Shouldavoidresistingchangeforfearofchange.

CNCSTransformationandSustainabilityPlanActions:

• StayalignedwithASC.• Takeapositionwhenitbecomesprudenttodoso.• Communicateourpositionwithstakeholders:AmeriCorps,SeniorCorps,StateOffice• WorkwithCNCSwhenopportunityallows.

PhilbeganhisintroductiontothediscussionontheVermontStateServicePlanwiththefollowing:VermontStateServicePlan:

– 2019-2021Plan– Lotsofchangeandquestionsaboutthestructureandfutureofnationalservice– Cautiousoptimism– Ensurestrengthofwhatwehave

• Qualityoverquantity– Verybroadpublicfacinggoals

• Developspecificstrategies,goalsandtargetsinternallywithstaffandboard

• Adoptthebiggoalsnow,thenapproveworkplanandtargetsdevelopedbyasmallergroup.– Anyonecanbepartofthatbutnoteveryonehastobe.

TheVermontStateServicePlanwasupdated,takingintoaccountrecommendationsfromtheinputactivityattheAnnualMeeting.UnansweredwashowtheCNCSTransformationandSustainabilityPlanwouldimpactupontheVermontStateServicePlan.Itwasalsonotedthattheplanyetlacksmetricsusefulinmeasuringprogresstowardsuccess.DanmentionedhowitwasthathehopedtheplanwouldmoredirectlyaddressSeniorCorpsbyofferinggoalsspecifictothisprogram.ItwasdiscussedhowCNCSpreferredthattherebeaSeniorSupplementtotheVermontStateServicePlan.Thissaid,itwaslargelyagreedthattheplanshouldspeakforALLVermonters.GuymadeamotiontoadopttheVermontStateServicePlanwithrecommendedchangesandfollowupwithmoredetailsthatresultinaninternaldocumentcompletewithmetricstomeasureprogresstowardachievinggoalsandmeasurableresults.Christinesecondedthemotionandwhenputtoavote,wasgivenunanimousapproval.3:15pm NewDataPhildescribedhowknowinghowpeopleendeduplastyeargivesaheads-upastowhomayneedassistancethisyear.Thusheofferedthefollowing:

2018MSY/SlotEnrollmentWrapUpFinalfor2017-2018ProgramYear

YeartoYearComparisonMarch2019

VermontGovernor'sServiceAwards2019:PhilbegandiscussionoftheVermontGovernor'sServiceAwardsbyofferringthefollowing:

• 8categories• 9-16awards• Mostlynationalservice• Opennominations• Selectioncommitteeofboardmembers

– Hardtimesaying“no”toanyservice• Heldinvariouslocationsandformats

Hefollowedupwiththefollowingquestionsforcommissionerstodiscuss:

• Whatdowewanttoachievethroughthem?– Objective– Strategy

• Whendoweholdthem?• Howdoweadministerthem?

– Nomination/Selection• Howdowe“sustain”theeventthroughouttheyear?

Therewaswide-rangingdiscussionwhichhelpedtostresstheimportancemanycommissionerstheawardshadforrecipients,theirfamilyandfriends,andothers.WithregardtotheresourcesneededtosustaintheprogramGuysuggestedthatacontractorcoulddothisor,byhiringacommunicationspersontheworkcouldbekeptinternal.ItwasquestionedwhatresourcestheGovernor'sOfficecouldbringtobear.ItwasdecidedthatPhil(andChristine?Dan?)wouldseektoengagetheGovernorindiscussinghisvisionandwhat(ifany)resourceshecouldfreeuptoensureanannualGovernor'sServiceAwardCeremony.UpcomingEvents:

• March11–15-AmeriCorpsWeek• March14–Competitiveclarificationfornewapplicants• April1–Competitiveannouncements• April2–NationalServiceRecognitionDay• May14-16–AmeriCorpsConference• May23–CommissionMeeting–AmeriCorpsFundingDecisions

2019MeetingSchedule:

• March7,Noon–4PM• May23,Noon–4PM• October24,Noon–4PM• December?,Atconference

4:00PM AdjournRespectfullySubmitted,DougKievit-KylarSecretary

Appendedarethefollowingitems:

ProgramMonitoringPolicyDRAFTVTStateServicePlan19-22

ManagementDecisionforOIG18-13H-0193AsIntroduced

CNCSTransformationandSustainabilityFinal