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Home My WebLink About20243347.tiffRESOLUTION RE: APPROVE AMERICORPS EDUCATION AWARD SERVICE LOCATION AGREEMENT AND AUTHORIZE DEPARTMENT OF HUMAN SERVICES TO SIGN - COLORADO YOUTH CORPS ASSOCIATION WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rube Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with an AmeriCorps Education Award Service Location Agreement for the Youth Corps for Colorado AmeriCorps Fixed Award Program (YCCO) between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, Weld County Youth Conservation Corps, and the Colorado Youth Corps Association, commencing January 1, 2025, and ending December 31, 2025, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the AmeriCorps Education Award Service Location Agreement for the Youth Corps for Colorado AmeriCorps Fixed Award Program (YCCO) between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, Weld County Youth Conservation Corps, and the Colorado Youth Corps Association, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that Jaime Ulrich, Director of the Department of Human Services, and Elizabeth Barber, Department of Human Services, be, and hereby are, authorized to sign said agreement effective December 10, 2024. cc:I-ISD of /28725 2024-3347 HR0096 AMERICORPS EDUCATION AWARD SERVICE LOCATION AGREEMENT - COLORADO YOUTH CORPS ASSOCIATION PAGE 2 The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 18th day of December, A.D., 2024. BOARD OF COUNTY COMMISSIONERS ATTEST: !A J Weld County Clerk to the Board BY: • Go,t u) J Deputy Clerk to the Board Perry L. B , Pro-Tem Mike Freeman APP s ' D AS TCUSED County Att•rney4 30 Date of signature: '� tt K. James ri Saine 2024-3347 HR0096 conk-I/ad-v*31n BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: AmeriCorps Education Award Service Location Agreement between Colorado Youth Corps Association and Weld County Youth Conservation Corps DEPARTMENT: Human Services DATE: December 10, 2024 PERSON REQUESTING: Jamie Ulrich, Director, Human Services Brief description of the problem/issue: On behalf of the Department, the Weld County Youth Conservation Corps (WCYCC) is requesting to enter into a Service Location Agreement with the Colorado Youth Corps Association (CYCA). WCYCC is a fully accredited Youth Corps governed by the CYCA and requires an annual agreement to serve in the Colorado AmeriCorps Fixed Award Program. WCYCC receives funding through this collaborative statewide grant initiative as a CYCA site and will comply with all AmeriCorps regulations, terms and conditions, including completing all forms and reports within required timelines, and designating a Service Location Administrator to oversee the project, serve as the program liaison, and oversee staff. As part of this agreement, WCYCC will enroll up to 32 AmeriCorps members between the ages of 17 and 25 to serve specific terms of service. Terms of service are designated by the number of service hours to complete. WCYCC will recruit and enroll 2 (two) Three -Quarter Time (1200 hours) members, 9 (nine) Half -Time (900 hours) members, 4 (four) Reduced Half -Time (675 hours) members, 5 (five) Quarter Time (450 hours) members and 12 (twelve) Minimum Time (300 hours) members. The term of the agreement is January 1, 2025 through December 31, 2025. What options exist for the Board? • Approval of the Service Location Agreement with CYCA. • Deny approval of the Service Location Agreement with CYCA. Consequences: WCYCC would not have a current Service Location Agreement with CYCA. Impacts: The WCYCC program will not receive Colorado Planning Grant funding. Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): Total reimbursement cost = $23,300.21 per Member Service Year (MSY), creating a total budget of $262,971.86. Funded through the AmeriCorps Planning Grant. Pass -Around Memorandum; December 10, 2024 — CMS ID 8933 2024-3347 ZA"b vino l o Recommendation: • Approval of the Service Location Agreement and authorize the Department of Human Services Director and Division Manager to sign. Su000rt Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro-Tem Mike Freeman Scott K. James Kevin D. Ross, Chair Lori Saine Via etmal l (12 - Pass -Around Memorandum; December 10, 2024 — CMS ID 8933 9e akfachvd Karla Ford From: Sent: To: Subject: Lori Saine Monday, December 9, 2024 3:15 PM Karla Ford RE: Please Reply - #2 PA FOR ROUTING: ES CYCA WCYCC Svc Location Agreement (CMS 8933) I have question on all the youth corp pass arounds Lori Saine Weld County Commissioner, District 3 1150 O Street PO Box 758 Greeley CO 80632 Phone: 970-400-4205 Fax: 970-336-7233 Email: Isaine(tweldgov.com Website: www.co.weld.co.us In God We Trust Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Karla Ford <kford@weld.gov> Sent: Monday, December 9, 2024 1:58 PM To: Lori Saine <Isaine@weld.gov> Subject: Please Reply - #2 PA FOR ROUTING: ES CYCA WCYCC Svc Location Agreement (CMS 8933) Importance: High Please advise if you support recommendation and to have department place on the agenda. 1 Karla Ford From: Sent: To: Subject: Approve Sent from my iPhone Mike Freeman Monday, December 9, 2024 11:42 AM Karla Ford Re: Please Reply - #2 PA FOR ROUTING: ES CYCA WCYCC Svc Location Agreement (CMS 8933) On Dec 9, 2024, at 12:02 PM, Karla Ford <kford@weld.gov>wrote: Please advise if you support recommendation and to have department place on the agenda. Karla Ford Office Manager, Board of Weld County Commissioners 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 970.336-7204 :: kford(a weld.gov :: www.weldgov.com **Please note my working hours are Monday -Thursday 7:00a.m.-4:00p.rr.** <image002.jpg> Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. if y9u have received this communication in error, pleose immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Sara Adams <sadams@weld.gov> Sent: Monday, December 9, 2024 9:57 AM To: Karla Ford <kford@weld.gov> Cc: Bruce Barker <bbarker@weld.gov>; Cheryl Pattelli <cpattellh@weld.gov>; Chris D'Ovidio <cdovidio@weld.gov>; Jill Scott <jscott@weld.gov>; Esther Ges ck <egesick@weld.gov>; Lennie Bottorff <bottorll@weld.gov>; Tanya Geiser <tgeiser@weld.gov>; HS-Ccntract Management <HS- ContractManagement@co.weld.co.us> Subject: PA FOR ROUTING: ES CYCA WCYCC Svc Location Agreement (CMS 8933) Hi Karla, Attached please find the attached PA that has been approved for routing to all five (5) Commissioners: ES CYCA WCYCC Svc Location Agreement (CMS 8933). Thank you, 1 COLORADO YOUTH CORPS ASSOCIATION AmeriCorps Education Award Service Location Agreement Between Colorado Youth Corps Association and Weld County Youth Conservation Corps January 1, 2025 — December 31, 2025 AmeriCorps 1. This is a contract between the Colorado Youth Corps Association (CYCA) and Weld County Youth Conservation Corps (Service Location) for the Service Location to serve in the Youth Corps for Colorado AmeriCorps Fixed Award Program (YCCO) under grant #22ESDC00010003 managed by CYCA. The term of this agreement is January 1, 2025 through December 31, 2025, unless terminated earlier in accordance with the terms hereof. Colorado Youth Corps Association Responsibilities: During the term of this Agreement, CYCA will: L Serve as liaison to Serve Colorado, AmeriCorps, and/or the National Service Trust; 2. Provide an AmeriCorps resources (YCCO AmeriCorps Fixed Award Resources) and regular updates to the Service Location on policy and procedure changes; 3. Conduct an orientation for the Service Location's Administrator(s) and other designated staff, either via conference call or in person; 4. Provide training and technical assistance services to the Service Location as reasonably necessary, including, but not limited to emails, site visits, annual training, phone assistance and the provision of materials including an annual calendar/schedule; 5. Review AmeriCorps documentation and operations to ensure the Service Location is meeting AmeriCorps compliance policies and procedures as understood by CYCA; 6. Provide the Service Location with a template Progress Report and a schedule of report due dates; 7. Compile all Service Location progress reports into a Master Progress Report submission to the State Commission (Serve Colorado) by the required deadlines; 8. Exit all members in eGrants/My AmeriCorps within 30 calendar days to ensure compliance with the "30 day rule," provided the Service Location emails completed and signed Enrollment Certification Forms to CYCA within 7 days of enrollment and 20 calendar days of exit; 9. Remit payment to the Service Location for invoiced dollars within 5 days of receiving funds from Serve Colorado. 10. In the event a Service Location displays a pattern of one or more areas of concern as listed in the YCCO AmeriCorps Service Location Corrective Action Policy, CYCA will work with the Service Location to develop a Corrective Action Plan to resolve any challenges faced in managing the YCCO Fixed Award grant. Page 1 of 9 YCCO Service Location Agreement PY2024 Service Location Responsibilities: The latest guidance documents for AmeriCorps Terms and Conditions, Regulations and Policies can be found at: • AmeriCorps Fixed Grant Terms and Conditions • AmeriCorps State and National Policy Frequently Asked Questions • Fixed Amount Grants FAQs • National Service Criminal History Check Resources During the Term of this agreement, the Service Location will: 1. Remain an accredited member of CYCA in good standing with dues fully paid; 2. Adhere to the 2024-2025 AmeriCorps regulations and terms and conditions, as they may be amended from time to time, including but not limited to requirements regarding implementing grievance and drug policies and listing AmeriCorps as a national partner in appropriate literature and materials; 3. Return the signed/dated Service Location Agreement and signed/dated YCCO AmeriCorps Service Location Corrective Action Policy (if applicable) to CYCA prior to enrolling members into the YCCO Fixed Award grant. 4. Designate a Service Location Administrator to oversee the project, s e as program liaison, attend an annual orientation and participate in conference calls as necessary throug ut the program year. Service Location must immediately inform CYCA of any staff changes and conduct adequate in-house orientation for new staff to ensure the new staff person can manage the program until the next regularly scheduled CYCA training session; 5. Complete all CYCA forms and reporting requirements within required timelines, including but not limited to: Enrollment Certification Forms; Enrollment Checklist; Semester Progress Reports; requests for data by CYCA; 6. Enroll up to 32 members, with a total MSY of 11.286243, at a reimbursement rate of $23,300.21 per MSY, creating a total budget of $262,971.83 if all slots are filled and all hours are served. Enrollments must take place between January 1, 2025, and December 31, 2025. Your slot breakdown is as follows: • 0 Full -Time (1700 hour) members • 2 Three -Quarter (1200 hour) members • 9 Half -Time (900 hour) members • 4 Reduced -Half Time (675 hour) members • 5 Quarter Time (450 hour) members • 12 Minimum Time (300 hour) members Slot conversions cannot be executed by Service Location staff. All slot conversion requests should be sent to Caley Ford at CYCA with at least 10 days -notice. Service Locations requiring additional slots should contact CYCA for availability. 7. Ensure that each member provides appropriate documentation of US Citizenship, US national or lawful permanent resident alien status (as defined in 42 U.S.C. § 12591 and 45 CFR § 2522.200), retain copies of Page 2 of 9 YCCO Service Location Agreement PY2024 such documents in the member file (see YCCO AmeriCorps Member File Checklist), and maintain a consistent practice of making a record of the documents reviewed for each member; 8. Ensure that each member signs/dates a Member Service Agreement (as defined in the Terms and Conditions, Regulations and Policies) before commencement of service. Please see YCCO AmeriCorps Member Service Agreement Checklist for full list of required items. If a member is under 18 years of age a parent or guardian must also sign the agreement; 9. Conduct a National Service Criminal History Check on all YCCO Fixed Award Program AmeriCorps members and relevant staff. Additional guidance can be found on the following forms: YCCO AmeriCorps NSCHC Guidance & Checklist, YCCO AmeriCorps Member File NSCHC Checklist and the YCCO AmeriCorps Background Check Informed Consent Form. Criminal background checks must be done through AmeriCorps approved registries and must include the state the individual resides at the time of application, if applicable, and the state in which the member will serve. The only approved registry for PY2024 is TrueScreen. All programs are required to conduct FBI background checks through Fieldprint. All staff who have involvement in the national service criminal history check (NSCHC) process are required to take a new annual online training course. This course will need to be taken once per grant year by any and all staff members in your organization who are involved with conducting, documenting or reviewing the NSCHCs. The purpose of this course is to demonstrate compliant practices and thorough knowledge of the regulations and requirements around member and staff background checks. This certification must be renewed once per program year, prior to the expiration date provided on your previous certificate. Certificates should be emailed to Caley Ford (Cford@cyca.org) upon completion and saved internally for your records. Training course may be accessed here: NSCHC Online Training Course. Additional AmeriCorps guidance can be found here. 10. Ensure all member enrollments and exits are in compliance with the "5 day rule" —fully completed Enrollment Certification Forms must be emailed to CYCA within 5 calendar days of enrollment to ensure they are approved by CYCA within the 7 calendar day timeframe, including first day of enrollment. 11. Conduct an AmeriCorps Orientation for all members at the beginning of their service. The orientation must include: training relevant to field of service, background info on community served, orientation that enhances member security and sensitivity to the community, member service agreement components (including, at minimum: member position description, member rights and responsibilities, minimum number of service hours (as required by statute) and other requirements (as developed by the recipient) necessary to successfully complete the term of service and to be eligible for the education award, amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling, standards of conduct, non -duplication and non -displacement, fundraising by members, Drug -Free Workplace Act, civil rights requirements, complaint procedures, and rights of beneficiaries, prohibited activities, suspension and termination from service, grievance procedures, sexual harassment, AmeriCorps 101 including an overview of AmeriCorps history and operations, YCCO Fixed Page 3 of 9 YCCO Service Location Agreement PY2024 Award Program Performance Measures and other topics as necessary. Maintain copies of the Orientation Agenda and sign -in sheets to document topics covered and member attendance; AmeriCorps prohibited activated include: At no time while acting in an official capacity as an AmeriCorps member may a Member: 1. Engage in activity that is illegal under local, state, or federal law. 2. Engage in activities that duplicate or displace staff or community volunteer positions. 3. Engage in fundraising activities that exceed 10% of total service hours. 4. Engage in activities that pose a significant safety risk to others. 5. Engage in any AmeriCorps prohibited activities that include: a. Attempting to influence legislation; b. Organizing or engaging in protests, petitions, boycotts, or strikes; c. Assisting, promoting, or deterring union organizing; d. Impairing existing contracts for services or collective bargaining agreements; e. Engaging in partisan political activities, or other activities designed to influence the outcome of any election to any public office; f. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; g. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; h. Providing a direct benefit to— i. A business organized for profit; ii. A labor union; iii. A partisan political organization; iv. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these 9 provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and v. An organization engaged in the religious activities described in paragraph 3.g. above, unless AmeriCorps assistance is not used to support those religious activities; i. Conducting a voter registration drive or using AmeriCorps funds to conduct a voter registration drive; j. Providing abortion services or referrals for receipt of such services; and k. Such other activities as AmeriCorps may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non- AmeriCorps funds. Individuals should not wear the AmeriCorps logo while doing so. Page 4 of 9 YCCO Service Location Agreement PY2024 12. Conduct and keep a record of at least a midterm and end -of -term written evaluation of each member's performance for Full-time members and an end -of -term written evaluation for less than Half -Time members. The end -of -term evaluation should focus on such factors as: whether the member has completed the required number of hours; whether the member has satisfactorily completed assignments; and whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service. Evaluations must be signed and dated by the member, his or her Crew Leader, and by a staff member with program oversight responsibilities. Service Locations should perform, sign and date these evaluations on the member's last day of service. If a member leaves service early, either for cause of personal compelling circumstances, an evaluation must still be completed. If the member is no longer available to participate and/or sign this evaluation, it should be completed by the member's direct supervisor and kept in the member file. 13. Maintain a file on each member which includes a completed checklist (YCCO AmeriCorps Member File Checklist) provided by CYCA in the PY2024 resources and ail other required documents. Ensure effective security measures are in place so that only authorized persons have access to member files and records (see YCCO AmeriCorps Member Record Retention & Access Policy). 14. Maintain accurate time records for each member; 15. Ensure adequate hours of service are performed prior to submitting Exit Certification Forms to CYCA; 16. Time records should clearly differentiate between education, training and service activities and clearly show attendance at an AmeriCorps member orientation. Time and attendance records must be signed and dated by the member, their Crew Leader and by a staff member with program oversight responsibilities. Ensure that the total hours recorded on the member's Exit Certification Form and final evaluation are equal to total served on timesheets. Unsigned timesheets will not count towards a member's hours; 17. Establish standard procedures for tracking education, training and service hours for all members in the YCCO Fixed Award Program. Ensure that no more than 2O percent of the aggregate all member service hours are spent in education and training activities. 18. Ensure that each member registers on My AmeriCorps (httos://mv.americorps.gov) before enrolling in the program and that the member has a working email address; 19. Ensure sufficient opportunity within Service Location's operations for enrolled members to successfully and compliantly complete required number of hours in their term of service and become eligible to receive an AmeriCorps Education Award; 20. Submit all requests for Compelling Personal Circumstances in writing within 10 days of the member's requested exit date. Please provide a narrative outlining the situation, a rationale for a Personal Compelling Circumstance, and submit the member's letter of resignation for review. These materials will be submitted to Serve Colorado for approval as per their outlined process. If a Compelling Personal Circumstance is granted by Serve Colorado then CYCA will notify the Service Location and approve exiting the member; 21. Track all Performance Measure data and achieve outcomes in the Performance Measures listed below. The Service Location is required to submit performance measure data on YCCO AmeriCorps Fixed Award Progress Report Semester Templates. Progress Reports submitted to CYCA and should strive to Page 5 of 9 YCCO Service Location Agreement PY2024 achieve maximum output in their individual performance towards these measurements to the best of their ability. The below Performance Measures are grant -wide goals: EN1: Energy Efficiency Out ut: 810 Housing units weatherized or retrofitted to improve energy efficiency Tracked: Tracking system to measure housing units completed Outcome: 729 units will have an average of 15% each in annual energy consumption reductions based on exact retrofits per home Tracked: Computer modeling to measure outcome of retrofitting and weatherization impact EN4: At -Risk Ecosystems Output: 2,360 Acres of parks or public land treated Tracked: Project accomplishment forms and Corps Information Database (CID) Outcome: Project results will last more than 3 years for 85% of the acreage (2,124 acres) Tracked: Project sponsor evaluations ENS: At -Risk Ecosystems Output: 429 Miles of trails or waterways treated/constructed Tracked: Project accomplishment forms and Corps Information Database (CID). Outcome: Project results leading to improvements/put to use (386 miles) Tracked: Project sponsor evaluations • WCYCC submitted an MSY breakdown of the following: • 5.5 MSY and 16 slots to contribute towards EN4 • 5.7 MSY and 16 slots to contribute towards ENS 22. Upload the service hours of members into the OnCorps database on a monthly basis at minimum; and these hours will be uploaded no later than the 10th of the following month, unless otherwise agreed upon. Hours must be logged into the OnCorps Reports system as outlined in: OnCorps Reports Instructions - Managing Member Records & Timesheets. 23. Service Locations may not invoice CYCA for a larger dollar amount than correlates to actual member hours served at the Service Location, please see YCCO AmeriCorps Fixed Award Financial Basics PY2024. 24. Service Location shall supply documentation for any additional information CYCA may request to support the reimbursement requests. 25. Implement any recommended changes as the result of site visits/file reviews and/or a Service Location Corrective Action Plan or submit a written plan to CYCA addressing how issue(s) will be corrected; 26. Bear full and sole responsibility for any findings or recommendations should there be instances of noncompliance as determined by the CYCA, Serve Colorado, AmeriCorps and/or the National Service Trust, including making payments on demands for recovery of Education Award funds or Fixed Award operating costs based on allowable member service hours; if CYCA receives a financial penalty due to findings at the Service Location, this penalty charge will be transferred to and paid by the Service Location. Page 6 of 9 YCCO Service Location Agreement PY2024 27. Honor the commitments made to each member, including issuance of earned education awards and/or administrative compensation for service within the member's defined term of service as outlined in the member's signed contract; and 28. Ensure that records are maintained sufficient to establish that each member is eligible to participate and that the member successfully completed all requirements. YCCO files should be retained for a period of at least three years from the end of CYCA's contract period with Serve Colorado. 29. Service Location is responsible for maintaining compliance with all other applicable AmeriCorps rules and regulations. Service Location Grievance Procedure: Dispute Resolution 1. The aggrieved party from the accredited corps should contact the Associate Director of the Colorado Youth Corps Association to attempt to resolve the conflict. 2. If the initial outreach to the Colorado Youth Corps Association's Associate Director is unsuccessful, the aggrieved party should contact the Executive l rector in pursuit of an amenable outcome. 3. If outreach to the Associate Director and Executive Director is unsuccessful, the aggrieved party should contact the Board Chair of the Colorado Youth Corps Association in pursuit of an amenable outcome. 4. If these efforts are undertaken and unsuccessful, the process may be aided by a neutral party who, with respect to an issue in controversy, functions specifically to aid the parties in resolving the matter through a mutually achieved and acceptable written agreement. The neutral party may not compel a resolution. Proceedings before the neutral party must be informal, and the rules of evidence will not apply. Time limitations Except for a grievance that alleges fraud or criminal activity, a Dispute Resolution must be made no later than one year after the date of the alleged occurrence. Suspension of placement If a Dispute Resolution is elevated to a neutral party, no additional placements of participants may be made until a resolution is reached. Amendments to this Agreement: This agreement may be changed or revised only by written consent by both parties. Modification and Termination: CYCA maintains the right to terminate this Service Location Agreement at any time if it determines in the reasonable exercise of its sole discretion that the Service Location is not adhering to the requirements set herein. Absent emergent circumstances, CYCA will attempt to resolve issues through verbal and written communication based on the Service Location Corrective Action Policy prior to termination. Notice of termination shall be in writing to Corps Directors and give 15 days' notice before becoming effective. No new members can be enrolled after notice of termination is issued. CYCA may, in its sole discretion, give the Page 7 of 9 YCCO Service Location Agreement PY2024 Service Location an option to consent to modification of this Service Location Agreement in lieu of termination. The Service Location acknowledges that CYCA is receiving funding for this program from Serve Colorado. If CYCA receives notice that Serve Colorado is cancelling the funding CYCA is reliant upon for this program, then CYCA may immediately terminate this contract. Page 8 of 9 YCCO Service Location Agreement PY2024 COLORADO YOUTH CORPS ASSOCIATION AmeriCorps Education Award Service Location Agreement Between Colorado Youth Corps Association and Q AmeriCorps Weld County Youth Conservation Corps January 1, 2025 — December 31, 2025 Signature Page TO BE COMPLETED BY SERVICE LOCATION Elizabeth Barber Eliubech Bather (Dec 10.2024 31:44 MS, Dec 10, 2024 Signature — Service Location Corps Director (or equivalent) Elizabeth Barber, Director of Employment Services of Weld County Date Print Name & Title lJR11 Bich;D 7024 I.3.39 MST) Dec 10, 2024 Signature — Corps Service Location Administrator Jamie Ulrich, Director of the Department of Human Services Date Print Name & Title TO BE COMPLETED BY CYCA 12/18/24 Scott Seg'erstr . , Executive Director, CYCA Date 12/18/24 Caley Ford, AmeriCorps and Contracts Manager, CYCA Date **Sign two copies of this Service Location Agreement Signature Page and return both copies to CYCA. Once signed, CYCA will return one copy to the Service Location for your records.** Page 9of9 Colorado Youth Corps Association • 1640 Grant Street • Suite 210 • Denver, CO 80203 ssegerstrom@cyca.org • Phone: 303.863.0604 • Fax: 303.863.0610 YCCO Service Location Agreement PY2024 2024 Terms and Conditions for AmeriCorps State and National Grants These AmeriCorps (AmeriCorps is the operating name for the Corporation for National and Community Service) Grant Program Specific Terms and Conditions and the 2024 AmeriCorps General Terms and Conditions, are binding on the recipient. Table of Contents I. CHANGES FROM THE 2023 AMERICORPS GRANT TERMS AND CONDITIONS 1 II. DEFINITIONS 2 III. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK 3 IV. MEMBER RECRUITMENT, SELECTION, AND EXIT 3 V. SUPERVISION AND SUPPORT 5 VI. CHANGES IN MEMBER POSITIONS 10 VII. RELEASE FROM PARTICIPATION 12 VIII. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND TAXES 12 IX. MEMBER RECORDS AND CONFIDENTIALITY 16 X. BUDGET AND PROGRAMMATIC CHANGES 18 XI. REPORTING REQUIREMENTS 19 XII. AWARD PERIOD AND INCREMENTAL FUNDING 20 XIII. PROGRAM INCOME 21 XIV. SAFETY 21 XV. NATIONAL SERVICE CRIMINAL HISTORY CHECK TRAINING 21 XVI. KEY CONCEPTS OF FINANCIAL GRANTS MANAGEMENT TRAINING 21 XVII. FRAUD AWARENESS TRAINING FOR AMERICORPS GRANTEES 22 XVIII. DEVELOPING POLICIES AND PROCEDURES TRAINING FOR AMERICORPS STATE AND NATIONAL GRANTEES 22 XIX. FIXED AMOUNT AWARDS 22 XX. EVALUATION PLANS 23 I. CHANGES FROM THE 2023 AMERICORPS GRANT TERMS AND CONDITIONS - Replaced eGrants with AmeriCorps' Grants Management System throughout. - Section III.B.: Updated the link to the 2024 General Terms and Conditions - Section V.E. Teleservice. Updated the teleservice language. - Section V.H.: Updated timekeeping requirements when AmeriCorps members engage in other Federal grant activities. - Section VIII: Added encouragement to provide additional benefits to members - Section XI.A.: Changed the Project Progress Report Due Date - Section XVII: Added Fraud Awareness Training - Section XVIII: Added AmeriCorps State and National's Policies and Procedures Training II. DEFINITIONS A. Recipient for the purposes of these terms and conditions, the direct recipient of this award. The recipient is legally accountable to AmeriCorps for the use of award funds, and/or member positions, and is bound by the provisions of the award. The recipient is responsible for ensuring that subrecipients or other organizations carrying out activities under this award comply with all applicable Federal requirements, including the AmeriCorps General Terms and Conditions, these specific terms and conditions, regulations applicable to the program, and the National and Community Service Act of 1990, as amended by the Serve America Act (NCSA). B. Planning Grant for the purposes of these terms and conditions, is an award or subaward for the planning of a national service program. State Service Commissions may also award planning grants as part of their Formula Cost Reimbursement prime award. Planning grants do not include member positions. Planning grants are awarded for a maximum of one year. C. Subrecipient refers to an organization receiving AmeriCorps award funds and/or member positions from a recipient of AmeriCorps funds_ See 2 CFR § 200.93. D. Operating site is defined as the organization that manages the AmeriCorps program and places members into service locations. State subrecipients (programs) are operating sites. National recipients must identify at least one operating site where they can assign service locations in the state where they are placing members. E. Program refers to the activities supported under the award. F. Service Location is the organization where or with which a member actually provides his or her service in the community. Typical service locations are schools, food banks, health clinics, community parks, etc. The service location may be the same as the operating site, but only if the member actually serves at or with the operating site organization. A member may serve at multiple service locations, all of which must be listed in the Portal, although the program must select only one for the member's primary assignment. G. Member or participant is an individual: 1. Who has been selected by a recipient or subrecipient to serve in an approved national service position; 2. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United States; 3. Who is at least 17 years of age at the commencement of service unless the member is out of school and enrolled in a full-time, year-round youth corps or fulltime 2 summer program as defined in the NCSA (42 U.S.C. § 12572 (a)(3)(BXx)), in which case he or she must be between the ages of 16 and 25, inclusive, and 4. Who has received a high school diploma or its equivalent, agrees to obtain a high school diploma or its equivalent (unless this requirement is waived based on an individual education assessment conducted by the program) and the individual did not drop out of an elementary or secondary school to enroll in the program, or is enrolled in an institution of higher education on an ability to benefit basis and is considered eligible for funds under 20 U.S.C. § 1091. H. NCSA is the National and Community Service Act of 1990, as amended. See 42 U.S.C. § 12501-12657. Ill. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK A. Identification as an AmeriCorps Program or Member. Recipients and subrecipients shall identify their programs or projects as AmeriCorps programs. All agreements with subrecipients, operating sites, or service locations, related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program. Similarly, recipients and subrecipients shall identify all national service members serving in their programs AmeriCorps members. B. The AmeriCorps General Grant and Cooperative Agreement Terms and Conditions contain all requirements for recognition of AmeriCorps Support. IV. MEMBER RECRUITMENT, SELECTION, AND EXIT Member recruitment and selection requirements are in AmeriCorps' regulations at 45 CFR § 2522.210 and Part 2540, subpart B. In addition, the recipient must ensure that the following procedures are followed: A. Member Listings/Position Descriptions in the My AmeriCorps Portal. Programs must list all of their member listings/position descriptions by creating Service Opportunity Listings in the My AmeriCorps Portal. B. Application and Other Fees. Charging an application or other fee to a prospective member to apply to serve as an AmeriCorps member is not allowed. Programs may charge application fees to prospective members who are applying to their educational institution or participating in their academic program if such fees are required of all applicants, but not for applying to serve as an AmeriCorps member. For National Service Criminal History Checks, AmeriCorps has allowed grant recipients to have applicants front the cost as long as applicants are reimbursed for the expense. This is for both applicants that are selected and those that are not. C. Enrollment of selected members. The My AmeriCorps Portal is the mechanism through which programs enter and update member records, including enrolling a member and recording an individual's start date. Programs must enter applicants into the Portal prior to their first day of service and in sufficient time for AmeriCorps to automatically or manually 3 verify an individual's Social Security Number and citizenship eligibility. Program staff must also certify that the applicant's required National Service Criminal History Check components are completed and adjudicated no later than the day before their first day of service. Applicants will not be permitted to enroll in the National Service Trust until full completion of all certifications including the NSCHC. AmeriCorps expects member enrollments to be completed in the My AmeriCorps Portal no later than eight (8) days after the start date of the member. An individual is presumed to be an AmeriCorps member as of the start date reflected in the My AmeriCorps Portal. Programs are responsible for ensuring the data values they enter via the My AmeriCorps Portal are accurate and submitted within the required timeframes. AmeriCorps will rely on the information entered by programs via the My AmeriCorps Portal. The member's start of service date indicated on the Member Service Agreement/Contract should agree with the value entered into the My AmeriCorps Portal. D. Notice to AmeriCorps' National Service Trust. The recipient must notify AmeriCorps' National Service Trust, via the My AmeriCorps Portal, within 30 days of a member's completion of, suspension from, or release from a term of service. Suspension of service is defined as an extended period during which the member is not serving, nor accumulating service hours or receiving AmeriCorps benefits. AmeriCorps members must complete their own enrollment and exit forms online in the My AmeriCorps Member Portal except in rare cases when the recipient program has received written approval to waive this requirement from the Director of AmeriCorps State and National or their designee. The recipient also must notify the Trust, via the My AmeriCorps Portal, when a change in a member's term of service is approved and changed (i.e. from full-time to less than fulltime or vice versa). Failure to report such changes within 30 days may result in sanctions to the recipient, up to and including, suspension or termination of the award. Recipients or subrecipients meet notification requirements by using the appropriate electronic system to inform AmeriCorps of changes within the required time frames. Any questions regarding the Trust should be directed to the Hotline 1-(800) 942-2677. E. Parental Consent. Parental or legal guardian consent must be obtained for members under 18 years of age before members begin a term of service. Recipients may also include an informed consent form of their own design as part of the member service agreement materials. F. Reasonable Accommodation. Programs and activities must be accessible to persons with disabilities, and the recipient must provide reasonable accommodation for the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. As such, inquiries about the need for reasonable accommodation should take place after a member has been offered an AmeriCorps position. There may be additional funding available from AmeriCorps to offset the recipients' costs on a first come, first serve basis. Please email Accommodations@americorps.gov for more information. 4 G. Assigning Members to Service Locations. The recipient is required to ensure that all operating sites and all service locations are entered in the My AmeriCorps Portal for all members within eight (8) calendar days of members' starting a term of service. The recipient is required to include the name of the organization, and the full address or zip plus -four of the service locations where each member will be serving. If a member is serving at multiple service locations, the program must select as the site where the member serves the majority of their hours as the member's primary assignment. However, all service locations must be listed in the Portal. H. Completion of Terms of Service. The recipient must ensure that each member has sufficient opportunity to complete the required number of hours of service to qualify for the education award. Members must be exited within 30 days of the end of their term of service. If this grant award expires or is not renewed, a member who was scheduled to continue in a term of service may either be placed in another program, where feasible, or if the member has completed at least 15% of the service hour requirement, the member may receive a pro -rated education award. While programs have up to 30 days to report a member's completion of service, for those individuals intending to re -enroll in AmeriCorps, programs must exit the members before they can be re -enrolled in another term of service. Member Exit. In order for a member to receive an education award from the National Service Trust, the recipient must certify to the National Service Trust that the member has satisfactorily and successfully completed the term of service and is eligible to receive the education benefit. The recipient (and any individual or entity acting on behalf of the recipient) is responsible for the accuracy of the information certified on the end -of- term certification. Penalties for false information: Any recipient who makes a materially false statement or representation in connection with the approval or disbursement of an education award or other payment from the National Service Trust may be liable for the recovery of funds and subject to civil sanctions. Any individual involved in making a materially false statement may be subject to criminal sanctions. If AmeriCorps determines that the certification of a member's hours is erroneous, the award recipient may be charged for any payment or potential payment from the National Service Trust. In assessing the amount of the charge, AmeriCorps shall consider the full facts and circumstances surrounding the erroneous or incorrect certification. (See 42 U.S.C. §12602a(b)). V. SUPERVISION AND SUPPORT A. Planning for the Term of Service. The recipient must develop member positions that provide for meaningful service activities and performance criteria that are appropriate to the skill level of members. The recipient is responsible for ensuring that the positions do not include or put the AmeriCorps member in a situation in which the member is at risk for engaging in any prohibited activity (see 45 CFR § 2520.65), activity that would violate the nonduplication and nondisplacement requirements (see 45 CFR § 2540.100) or exceeding the limitations on allowable fundraising activity (see 45 CFR § 2520.40.45). The recipient 5 must accurately and completely describe the activities to be performed by each member in a position description. Position descriptions must be provided to AmeriCorps upon request. The recipient must ensure that each member has sufficient opportunity to complete the required number of hours to qualify for an education award. In planning for the member's term of service, the recipient must account for holidays and other time off and must provide each member with sufficient opportunity to make up missed hours. B. Member Service Agreements. The recipient must require that each member sign a member service agreement that includes, at a minimum, the following: 1. Member position description; 2. The minimum number of service hours (as required by statute) and other requirements (as developed by the recipient) necessary to successfully complete the term of service and to be eligible for the education award; 3. The amount of the education award to be provided upon successful completion of the terms of service in which the individual is enrolling; 4. Standards of conduct, as developed by the recipient or subrecipient; 5. The list of prohibited activities, including those specified in the regulations at 45 CFR § 2520.65 (see paragraph C, below); 6. The text of 45 CFR 6 2540.100(e) -(f), which relates to Nonduplication and Nondisplacement; 7. The text of as 45 CFR 4 2520.40 and 45 CFR S 2520.45, which relates to fundraising by members; 8. Requirements under the Drug -Free Workplace Act (41 U.S.C. § 701 et seq.); 9. Civil rights requirements, complaint procedures, and rights of beneficiaries; 10. Suspension and termination rules; 11. The specific circumstances under which a member may be released for cause; 12. Grievance procedures; and 13. Other requirements established by the recipient. The recipient should ensure that the service agreement is signed on or before commencement of service however, the effective date will not precede the member's enrollment in the AmeriCorps Portal. C. Prohibited Activities. While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or AmeriCorps, staff and members may not engage in the following activities (see 45 CFR 4 2520.65): 1. Attempting to influence legislation; 2. Organizing or engaging in protests, petitions, boycotts, or strikes; 3. Assisting, promoting, or deterring union organizing; 4. Impairing existing contracts for services or collective bargaining agreements; 5. Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; 6 6. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; 7. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; 8. Providing a direct benefit to — a. A business organized for profit; b. A labor union; c. A partisan political organization; d. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and e. An organization engaged in the religious activities described in paragraph C.7. above, unless AmeriCorps assistance is not used to support those religious activities; 9. Conducting a voter registration drive or using AmeriCorps funds to conduct a voter registration drive; 10. Providing abortion services or referrals for receipt of such services; and 11. Such other activities as AmeriCorps may prohibit. In addition to the above listed activities, the activities listed below are expressly prohibited: Census Activities. AmeriCorps members and volunteers associated with AmeriCorps grants may not engage in census activities during service hours. Being a census taker during service hours is categorically prohibited. Census -related activities (e.g., promotion of the Census, education about the importance of the Census) do not align with AmeriCorps State and National objectives. What members and volunteers do on their own time is up to them, consistent with program policies about outside employment and activities. Election and Polling Activities. AmeriCorps members may not provide services for election or polling locations or in support of such activities. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non- AmeriCorps funds. Individuals should not wear the AmeriCorps logo while doing engaging in any of the above activities on their personal time. 7 All locations where members serve should post a list of the prohibited activities, when possible. D. Supervision. The recipient must provide members with adequate supervision by qualified supervisors consistent with the approved program design. The recipient must conduct an orientation for all members: orientation must provide training on prohibited activities during AmeriCorps service hours, and compliance with any pre -service orientation or training required by AmeriCorps. The recipient must ensure that no more than 20 percent of the aggregate of all AmeriCorps member service hours are spent in education and training activities as set forth in 45 CFR 4 2520.50. E. Teleservice. AmeriCorps State and National recognizes the COVID-19 pandemic changed the landscape of work and service in our communities across the country in a permanent manner. ASN also recognizes that adapting to the changing nature of work/service is necessary as the program moves forward, while it maintains and upholds its program's place -based element of service and limits risk. The following guidance is provided for those situations in which a grantee determines that teleservice is appropriate or when a number of a member's service hours can properly be accrued through teleservice. Teleservice is appropriate only when the activity can be meaningfully supervised, and the hours verified independently. If a grantee or subgrantee determines that its AmeriCorps members will be allowed to teleserve, the grantee must establish a policy that addresses the following: • Written authorization of teleservice in advance • Expectations of the communication requirements between supervisors and teleserving members • Mitigation of the increased risk of time and attendance abuse • Appropriate supervision including validation of the activities to be performed, and • Verification of hours claimed Further, the grantee should consider updating its insurance coverage to address legal liability attribution (for the grantee or teleserving member) for incidents that occur during teleservice. Grantee or subgrantees should be aware that their staff may be subject to legal sanctions for erroneously certifying that AmeriCorps members have sufficient valid service hours to complete their terms of service. In addition there are legal penalties for knowingly submitting false claims to the government. Remote service is NOT permitted under the AmeriCorps State and National program. Remote service is defined as an arrangement in which an AmeriCorps State and National member is not located within the commuting area of the geographic community where the service is to occur and is not expected to be physically present at the service site and/or community events. 8 Virtual service sites are NOT permitted under the AmeriCorps State and National Program. Virtual service sites referto organizations that do not have a physical location. No additional approvals are required by the Office of Regional Operations for such arrangements. However, if ASN grantees decide to allow teleservice, they must establish a teleservice policy, be able produce it upon request, and demonstrate fidelity with the policy. Please referto 2023,01: AmeriCorps State and National Guidance - Teleservice and 2023.04: AmeriCorps State and National Guidance - Teleservice Exceptions. F. AmeriCorps Members as Team Leaders. Programs may create positions where AmeriCorps members provide an additional layer of leadership and support for members under certain conditions. All the activities and prohibitions that apply to AmeriCorps members also apply to Team Leaders. Team Leaders are not permitted to act in a staff capacity, including supervising members. Team Leaders must not be responsible for program development and coordination; however, they may assist by providing information and resources on best practices or by helping to develop portions of the program such as the training curriculum. Under no circumstances should an AmeriCorps member serving as a Team Leader be the individual legally responsible for the program or other members. The Team Leader position description should emphasize activities that involve the member(s) in performing direct service or providing support to members engaged in direct service. Unallowable Team Leader activities include: signing member timesheets; evaluating member performance; disciplining AmeriCorps members; enrolling/dismissing AmeriCorps members; writing and/or signing program reports; managing the program's payroll and budget. G. Performance Reviews. The recipient must conduct and keep a record of at least a midterm and an end -of -term written evaluation of each member's performance forfulltime members and an end -of -term written evaluation for all less -than -full-time members. The end -of -term evaluation should address, at a minimum, the following factors: 1. Whether the member has completed the required number of hours; 2. Whether the member has satisfactorily completed assignments; and; 3. Whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service. H. Timekeeping. The recipient is required to ensure that time and attendance recordkeeping is conducted by the AmeriCorps member's supervisor. This time and attendance record is used to document member eligibility for in-service and post service benefits. The recipient must have a timekeeping system that is compliant with 2 CFR § 200.430; however, because AmeriCorps members are National Service Participants and not employees per 45 CFR 2510.20, there is not an expectation that the recipient track time beyond a member's AmeriCorps service. If a recipient engages an AmeriCorps member in other Federal grant activities as an employee, the member and supervisor 9 must certify, under penalty of perjury, that the member is not double counting their time, duplicating, displacing, or supplanting the other Federal grant activities, as outlined in 45 CFR 2540. If a Professional Corps program wants to follow the timekeeping practices of its profession and certify that members have completed the minimum required hours, excluding sick and vacation days, it must get advance written approval from AmeriCorps via a special condition on an amendment. If a State Commission Formula -funded Professional Corps program wants to follow the timekeeping practices of its profession and certify that members have completed the minimum required hours, excluding sick and vacation days, it must get advance written approval from the State Commission. I. Jury Duty. The grantee must allow AmeriCorps members to serve on a jury without being penalized for doing so. During the time AmeriCorps members serve as jurors, they should continue to receive credit for their normal service hours, a living allowance, healthcare coverage and, if applicable, childcare coverage regardless of any reimbursements for incidental expenses received from the court. J. Member Death or Injury. The recipient must immediately report any member deaths or serious injuries to the designated AmeriCorps Portfolio Manager. VI. CHANGES IN MEMBER POSITIONS A. Changes that Require AmeriCorps Approval. Circumstances may arise within a program that necessitate changing the type of unfilled AmeriCorps member positions awarded to a recipient or subrecipient, or changing the term of service of a currently enrolled member. Note that once a member is exited with a partial education award, the remaining portion of that education award is not available for use. The following changes require written approval from AmeriCorps' Office of Grant Administration as well as written approval and concurrence from the State Commission or Direct (including National Direct, State Direct, Tribal, Territory Direct, or Education Award Only (EAP)) recipient: 1. A change in the number of member service year (MSY) positions in the award and 2. A change in the funding level of the award. B. Changing Types of Unfilled member positions. Recipients or subrecipients may change the type of member positions awarded to their program if: 1. The change does not increase the total MSYs authorized in the Notice of Grant Award (e.g. one half-time position cannot be changed to one full-time position); and 2. The change does not result in an increase in the aggregate value of the education award. Changes in the above types of member positions may be made by the recipient directly in the My AmeriCorps Portal. C. Changing a Term of Service for an enrolled Member. Changes in terms of service for enrolled members may not result in an increased number of MSYs for the program. 10 Full-time. State Commissions and National Direct Organizations may authorize or approve occasional changes of currently enrolled full-time members to less than fulltime members. Impact on program quality should be factored into approval of such requests. AmeriCorps -provided or funded healthcare or childcare costs are not available for less than full-time members unless they are serving in a full-time capacity (see section VIII.D. and E.). Recipients and subrecipients may not transfer currently enrolled full-time members to a less than full-time status simply to provide the member a less than full-time education award. 2. Less than Full-time. AmeriCorps discourages changing less than full-time members to full-time because it is very difficult to manage, unless done very early in the member's term of service. State Commissions and Direct recipients (including National Direct, State Direct, Tribal, Territory Direct, and Education Award Only recipients) may authorize or approve such changes so long as their current budget can accommodate such changes. Programs must keep in mind that a member's minimum 1700 hours must be completed within 12 months of the member's original start date. D. Refilling Member Position. With the exception of recipients whose awards have special conditions under 2 CFR § 200.208 or 200.339, AmeriCorps State and National programs that have fully enrolled their awarded member positions are allowed to replace any member who terminates service before completing 30 percent of his/her term provided that the member who is terminated is not eligible for and does not receive a pro -rated education award. Programs may not refill the same member position more than once. As a fail-safe mechanism to ensure that resources are available in the National Service Trust to finance all earned education awards, AmeriCorps will suspend refilling if either: 1. Total AmeriCorps enrollment reaches 97 percent of awarded member positions; or 2. The number of refills reaches five percent of awarded member positions. Refill member positions may not be transferred between operating sites. Refilled member positions may not be combined with unfilled member positions. E. Formula and State Competitive Award Member Position Transfers. State commissions are allowed to transfer member positions (i.e., slots) among their state formula and competitive subrecipients within a given prime grant in order to maximize enrollment and cost effectiveness without prior approval. State commissions may not transfer member positions between competitive and formula subrecipients, or vice -versa. State commissions may not transfer funds among their competitive subrecipients. Moving member positions from one formula prime grant to another formula prime grant requires prior approval, via amendments to both prime grants. F. Notice to Childcare and Healthcare Providers. Recipients and subrecipients must immediately notify AmeriCorps' designated agents, in writing, when a member's status changes in a manner that affects their eligibility for childcare or healthcare. See Section VIII.D. VII. RELEASE FROM PARTICIPATION Recipients may release members from participation for two reasons: (a) for compelling personal circumstances; and (b) for cause. See 45 CFR § 2522.230 for requirements. Whether the reason for the release amounts to circumstances beyond the member's control is determined by the grant recipient, consistent with the criteria listed in 45 CFR § 2522.230(a). Failure to follow the requirements set forth in regulation (e.g., releasing an individual for a non -compelling personal circumstance, such as when the individual is leaving to go to school) is considered non- compliance with award requirements and may result in disallowed costs and other remedies for non-compliance. The recipient should retain the documentation supporting its determination that release for compelling personal circumstances is warranted. In addition to the regulations, the following applies: No Automatic Disqualification if Released for Cause: A release for cause covers all circumstances in which a member does not successfully complete their term of service for reasons other than compelling personal circumstances. Therefore, it is possible for a member to receive a satisfactory performance review and be released for cause. For example, a member who is released for cause from a first term-e.g. the individual has decided to take a job offer -but who otherwise performed well would not be disqualified from enrolling for a subsequent term as long as the individual received a satisfactory performance evaluation for the first period of service. Compelling Personal Circumstance for Pregnancy/Childbirth: Pregnancy and/or childbirth could be determined by the grantee to be compelling personal circumstances if the member requests it. The program cannot require a member to justify wanting to leave a term of service for pregnancy. Likewise, a program cannot require that a member leave their term of service due to a pregnancy - that would be an instance of discrimination on the basis of gender in violation of AmeriCorps' anti -discrimination policy. A full-time member might qualify under the Family Medical Leave Act if the member is covered, or the program could suspend the member so that the member can return some time in the future (within 2 years) to complete their term of service. VIII. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND TAXES AmeriCorps encourages grantees and sponsors to provide additional benefits to members (beyond living allowance) to the greatest extent possible, consistent with the national and community service laws and the agency's rules, notwithstanding any previously issued agency guidance to the contrary. Requirements related to member living allowances and benefits are in 45 CFR § 2522.240 and 2522.250. In addition, recipients must ensure that the following procedures are followed: A. Allowance Distribution. A living allowance is not a wage. Recipients must not pay a living allowance on an hourly basis. Recipients should pay the living allowance in regular increments, such as weekly or bi-weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should 12 not fluctuate based on the number of hours served in a particular time period and must cease when the member's service ceases. If a member serves all required hours and is permitted to conclude their term of service before the originally agreed upon end of term, the recipient may not provide a lump sum payment to the member. Similarly, if a member is selected after the program's start date, the recipient must provide regular living allowance payments from the member's start date and may not increase the member's living allowance incremental payment or provide a lump sum to make up any missed payments. Education Award Program Fixed Amount awards (EAPs) may provide a living allowance or other in-service benefits to their members, but are not required to do so. Full -cost and other Fixed Amount recipients must provide a living allowance and other benefits to their full-time members. B. Waiving the Living Allowance. If a living allowance is paid, a member may waive all or part of the payment of a living allowance if, for example, they believe their public assistance may be lost or decreased because of the living allowance. Even if a member waives their right to receive the living allowance, it is possible —depending on the specific public assistance program rules —that the amount of the living allowance that the member is eligible to receive will be deemed available. A member who has waived the living allowance may revoke the waiver at any time and may begin receiving the living allowance going forward from the date the individual revoked the waiver. A member may not receive any portion of the living allowance for the period of time the living allowance was waived. C. Taxes and Insurance. 1. Liability Insurance Coverage. The recipient is responsible for ensuring adequate general liability coverage for the organization, employees, and members, including coverage of members engaged in on- and off -site project activities. 2. FICA (Social Security and Medicare taxes). Unless the recipient obtains a ruling from the Social Security Administration or the Internal Revenue Service that specifically exempts its AmeriCorps members from FICA requirements, the recipient must pay FICA for any member receiving a living allowance. The recipient also must withhold 7.65% from the member's living allowance. 3. Income Taxes. The recipient must withhold Federal personal income taxes from member living allowances, requiring each member to complete a W-4 form at the beginning of the term of service and providing a W-2 form at the close of the tax year. The recipient must comply with any applicable state or local tax requirements. 4. Worker's Compensation. Some states require worker's compensation for AmeriCorps members. Recipients must check with State Departments of Labor or state commissions to determine worker's compensation requirements. If worker's compensation is not required, recipients must obtain Occupational, Accidental, 13 and Death and Dismemberment coverage for members to cover in- service injury or incidents. 5. Unemployment Insurance. The U.S. Department of Labor ruled on April 20, 1995 that federal unemployment compensation law does not require coverage for members because no employer -employee relationship exists. The grantee may not charge the cost of unemployment insurance taxes to the grant unless mandated by state law. Programs are responsible for determining the requirements of state law by consulting their State Commission, legal counsel, or the applicable state agency. D. Healthcare Coverage. Except for EAPs, Professional Corps, or members covered under a collective bargaining agreement, the recipient must provide, or make available, healthcare insurance to those members serving a 1700 -hour full-time term who are not otherwise covered by a healthcare policy at the time the member begins their term of service. The recipient must also provide, or make available, healthcare insurance to members serving a 1700 -hour full-time term who lose coverage during their term of service as a result of service or through no deliberate act of their own. AmeriCorps will not cover healthcare costs for dependent coverage. Less -than -full-time members who are serving in a full-time capacity for a sustained period of time (e.g. a full-time summer project) are eligible for healthcare benefits. Programs may provide health insurance to less -than- full-time members serving in a full-time capacity, but they are not required to do so. For purposes of this provision, a member is serving in a full- time capacity when his/her regular term of service will involve performing service on a normal full-time schedule for a period of six weeks or more. A member may be serving in a full-time capacity without regard to whether his/her agreed term of service will result in a full-time Segal AmeriCorps Education Award. Any of the following health insurance options will satisfy the requirement for health insurance for full-time AmeriCorps members (or less than fulltime members serving in a full-time capacity): staying on parents' or spouse plan; insurance obtained through the Federal Health Insurance Marketplace of at least the Bronze level plan; insurance obtained through private insurance broker; Medicaid, Medicare, or military benefits. AmeriCorps programs purchasing their own health insurance for members must ensure plans are minimum essential coverage (MEC) and meet the requirements of the Affordable Care Act. On Friday May 2, 2014 the U.S. Department of Health and Human Services (HHS) announced a Special Enrollment Period (SEP) for members in AmeriCorps State and National programs, who are not provided health insurance options or who are provided short-term limited duration coverage or self -funded coverage not considered MEC. Members in the AmeriCorps State and National programs and their dependents in the Federally -facilitated Marketplace (FFM) are eligible to enroll in Marketplace coverage when they experience the following triggering events: On the date they begin their service terms; and On the date they lose any coverage offered through their program after their service term ends. (Source: 45 CFR § 155.420(dX9)). 14 Members have 60 days from the triggering event to select a plan. Coverage effective date is prospective based on the date of plan selection. Members can also visit healthcare.gov and https://www.cros.gov/CCIIO/Resources/Regulations-and- Guidance/Downloads/SEP-and-hardship-FAQ-5-1-2014.pdf for additional information about special enrollment periods. If coverage is being provided via the Healthcare Marketplace, and thus third -party payment is not an option, programs must develop a process to reimburse members for monthly premiums. Reimbursements for health insurance premiums are considered taxable income for the member, and programs must have a way to document such reimbursements. E. Temporary Leave, Healthcare, and Benefits. If temporary leave is appropriate, grantees have the flexibility to determine the duration of the absence and may choose to continue providing health or other benefits to the member during the period of absence. The member may be suspended (via compelling personal circumstances) during the period of temporary leave. If suspended, the member may not receive a living allowance. The length of the leave should be based on two considerations: (1) the circumstances of the situation; and (2) the impact of the absence on the member's service experience and on the overall program. If the disruption would seriously compromise the member's service experience or the quality of the program as a whole, then the grantee may offer the member the option of rejoining the program in the next class or completely withdrawing from the program. The Federal Family Medical Leave Act, (FMLA) applies to full-time staff and members that have served for more than 12 months and at least 1,250 hours when the grantee has 50 or more employees/members at a work/service site per 29 U.S.C. 2611. See 42 U.S.C. 12631; 45 CFR § 2540.220. F. Administration of Childcare Payments. In general, AmeriCorps will provide for childcare payments, which will be administered through an outside contractor. Requirements and eligibility criteria are in the AmeriCorps regulations, 45 CFR 2522.250. AmeriCorps will not cover childcare costs for members who serve on a less than full-time basis for a sustained period of time, or who have ceased serving. Programs may provide childcare to less -than -full-time members serving in a full-time capacity, but they are not required to do so. Recipients that choose to provide childcare and will claim the costs of childcare as matching costs, as approved in their budget, may contact the childcare contractor for technical assistance. The criteria for member eligibility are contained in 45 CFR 4 2522.250. Also, see the AmeriCorps Childcare Benefits Program website (https://americorpschildcare.com/) for more detailed information on childcare benefits. G. Notice to Childcare Benefit Administrator and Providers. The program must notify AmeriCorps' designated agents in writing within five business days after a member's status changes in a manner that affects the member's eligibility for childcare. After five days, the recipient will be liable for any erroneous payments made to a childcare provider for an 15 AmeriCorps member ineligible to receive AmeriCorps childcare benefits. Examples of changes in status include: changes to a member's scheduled service so that they are no longer serving on a full-time basis, terminating or releasing a member from service, suspending a member for cause for a lengthy or indefinite time period, temporarily suspending a member for cause and/or other disciplinary actions, and/or any other change in the member's service status that could have an impact on childcare benefit eligibility. Program directors should contact the childcare provider on childcare related changes. H. Time off for Members Serving in the Armed Forces Reserves. Generally, the Reserve Components of the U.S. Army, U.S. Navy, U.S. Air Force, U.S. Marine Corps, U.S. Coast Guard, the Army National Guard, and the Air National Guard require reservists to serve one weekend a month (inactive duty/Drill) plus 12 to 15 days a year (hereafter referred to as the two-week active duty service). To the extent possible, grantees should seek to minimize the disruption in members' AmeriCorps service as a result of discharging responsibilities related to their reservist duties. If members have a choice of when to fulfill their annual two-week active duty requirement, they should do so when it will not disrupt theirAmeriCorps service. In instances where the dates of active duty are inflexible and conflict with AmeriCorps service, members should be granted a leave of absence for the two-week period of active duty service in the Reserves. Grantees should continue to pay the living allowance and provide health care and childcare coverage for the two-week period of active duty. Grantees should credit members for AmeriCorps service hours during their two weeks of active duty service in the Reserves if it occurs during their AmeriCorps service. The member would receive credit for the number of hours they would have served during that period had there been no interruption. For example, if a full-time member is signed up to serve 30 hours of AmeriCorps service one week and 40 hours of AmeriCorps service on the following week, they would receive 70 hours of AmeriCorps service credit for the two weeks of active duty service regardless of the actual number of hours served in the Reserves. For a Reservist/Guard member serving more than two weeks active duty in a year, a grantee may elect to provide an extension to the leave of absence period on a ease -by -case basis, after consultation with AmeriCorps. No AmeriCorps service credit is earned for the once -a -month weekend (inactive duty/Drill) service in the Reserves. Reservists in the U.S. Armed Forces receive compensation for their mandatory two weeks of active duty service. The compensation regulations governing the Army and Air National Guard may vary by state. IX. MEMBER RECORDS AND CONFIDENTIALITY A. Recordkeeping. The recipient must maintain records, including the position description, sufficient to establish that each member was eligible to participate, and that the member successfully completed all program requirements. A program may store member files electronically and use electronic signatures if the program can ensure the validity and integrity of the record and signature is maintained. 16 The program's electronic storage procedures and system must provide for the safekeeping and security of the records, including: 1. Sufficient prevention of unauthorized alterations or erasures of records; 2. Effective security measures to ensure that only authorized persons have access to records; 3. Adequate measures designed to prevent physical damage to records; and 4. A system providing for back-up and recovery of records; and The electronic storage procedures and system provide for the easy retrieval of records in a timely fashion, including: 1. Storage of the records in a physically accessible location; 2. Clear and accurate labeling of all records; and 3. Storage of the records in a usable, readable format. B. Verification of Eligibility. Unless an individual's social security number and citizenship are verified through the My AmeriCorps Portal, the recipient must obtain and maintain documentation as required by 45 CFR 4 2522.200(c). Programs that receive notice that one of their members was not verified - either the member's social security number or their citizenship was not verified - must provide the requested documentation to AmeriCorps or they will not be able to enroll the applicant in the program. Enrolling in the My AmeriCorps Portal requires members to certify their high school status. Such certification fulfills the recipient's verification requirement to obtain and maintain documentation from the member relating to the member's high school education. If the member is incapable of obtaining a high school diploma or its equivalent, as determined by an independent evaluation, the recipient must retain a copy of the supporting evaluation. C. Confidential Member Information. The recipient must maintain the confidentiality of information regarding individual members. The recipient must obtain the prior written consent of all members before using their names, photographs, and other identifying information for publicity, promotional or other purposes. Recipients may release aggregate and other non -identifying information and are required to release member information to AmeriCorps and its designated contractors. The recipient must permit a member who submits a written request for access to review records that pertain to the member and were created pursuant to this award. D. National Service Criminal History Check. The specific requirements of the National Service Criminal History Check, including the timing and recordkeeping requirements, are specified at 45 CFR § 2540.200-207. See also https://americorps.gov/grantees- sponsors/history-check for more information on how to correctly conduct and document the NSCHC. You must maintain documentation of the NSCHC, including the results or summary of the component checks. Failure to adhere to the NSCHC requirements may result in sanctions, including disallowance of all or part of the costs associated with the non-compliance or other remedies that may be legally available (see 2 CFR § 200.339). Recipients or subrecipients of AmeriCorps planning grants, defined at 45 CFR § 2521.20, 17 are not included as entities required to comply with NSCHC listed under 45 CFR § 2540.200. X. BUDGET AND PROGRAMMATIC CHANGES A. Programmatic Changes. The recipient must first obtain the prior written approval of the AmeriCorps Portfolio Manager before making any of the following changes (1-3): 1. Changes in the scope, objectives, or goals of the program, whether or not they involve budgetary changes; 2. Substantial changes in the level of member supervision; 3. Entering into additional sub awards or contracts for AmeriCorps activities funded by the award, but not identified or included in the approved application and award budget. Upon notification to the AmeriCorps Portfolio Manager, recipients may make programmatic changes due to, or in response to, an officially -declared state or national disaster without written approval from AmeriCorps. As soon as practicable, recipients making disaster -related programmatic changes must discuss the recordkeeping, member activities, performance measure adjustments, and other AmeriCorps award requirements with the AmeriCorps Portfolio Manager. While written approval from AmeriCorps is not required before making disaster -related programmatic changes, AmeriCorps reserves the right to limit or deny disaster -related programmatic changes, including disallowing costs associated with the disaster related activities. B. Program Changes for Formula Programs. State Commissions are responsible for approving the above changes for state formula programs. C. Budgetary Changes. The recipient must obtain the prior written approval of AmeriCorps' Office of Grant Administration before deviating from the approved budget in any of the following ways: 1. Specific Costs Requiring Prior Approval before Incurrence under the uniform administrative requirement, cost principles, and audit requirements for Federal awards at 2 CFR Parts 200 and 2205. Certain cost items in 2 CFR Parts 200 and 2205 require approval of the awarding agency for the cost to be allowable such as pre -award costs. Please ensure you consult the regulations prior to incurring costs to ensure allowability. 2. Purchases of Equipment over $5,000 using award funds, unless specified in the approved application and budget. 3. Unless the AmeriCorps share of the award is $100,000 or less, changes to cumulative and/or aggregate budget line items that amount to 10 percent or more of the total budget must be approved in writing in advance by AmeriCorps. The total budget includes both the AmeriCorps and recipient shares. Recipients may transfer funds among approved direct cost categories when the cumulative amount of such transfers does not exceed 10 percent of the total budget. 18 D. Approvals of Programmatic and Budget Changes. AmeriCorps' Portfolio Managers are the only officials who have the authority to alter or change the terms and conditions or requirements of the award. Portfolio Managers will execute written amendments, and recipients should not assume approvals have been granted unless documentation from the Office of Grant Administration (OGA) has been received via a Notice of Grant Award. Programmatic changes also require final approval of AmeriCorps' OGA after written recommendation for approval is received from the Portfolio Manager. E. Exceptions for Fixed Amount Awards. Recipients with Fixed Amount awards are not subject to the requirements in Section C., Budgetary Changes, above. Xl. REPORTING REQUIREMENTS This section applies only to the recipient. The recipient is responsible for timely submission of periodic financial and progress reports during the project period and a final programmatic and financial report. The recipient is responsible for setting submission deadlines for its respective subrecipients that ensure the timely submission of recipient reports. A. Project Progress Reports. The recipient shall complete and submit annual project progress reports (PPRs) in AmeriCorps' Grants Management System to report on progress toward achievement of its approved performance targets. For AmeriCorps program grants (grants that include member positions), the Project Progress Report schedule is as follows: Due Date Reporting Period Covered Start of award year through September 30 November 29 AmeriCorps planning grants awarded directly by AmeriCorps submit only a Final Project Progress Report (see section Fl. B. Financial Reports. The recipient shall complete and submit financial reports in AmeriCorps' Grants Management System to report the status of all funds. The recipient must submit timely cumulative financial reports in accordance with AmeriCorps guidelines according to the following schedule: Due Date Reporting Period Covered Start of award through March 31 April 1 - September 30 April 30 October 30 AmeriCorps planning grants awarded directly by AmeriCorps submit only a Final Financial Report (see section El. C. Reporting Other Federal Funds. The recipient shall report the amount and sources of federal funds, other than those provided by AmeriCorps, claimed as matching funds. This includes other federal funds expended by subrecipients and operating sites and claimed as match. This information shall be reported annually on the financial report due October 19 30 or at the time the final financial report is submitted if the final report is due prior to October 30. Fixed Amount recipients are not required to report this information. D. Requests for Extensions. Each recipient must submit required reports by the given dates. Extensions of reporting deadlines will be granted only when: 1) the report cannot be furnished in a timely manner for reasons, in the determination of AmeriCorps, legitimately beyond the control of the recipient; and 2) AmeriCorps receives a written request explaining the need for an extension before the due date of the report. Extensions of deadlines for financial reports may only be granted by the AmeriCorps Portfolio Manager, and extensions of deadlines for progress reports may only be granted by the AmeriCorps Portfolio Manager. E. Final Financial Reports. Recipients completing the final year of their award must submit, in lieu of the last semi-annual financial report, a final financial report in AmeriCorps' Grants Management System. This final financial report is due no later than 120 days after the end of the project period. F. Final Project Progress Reports. A recipient must submit, in addition to the last annual project progress report, a final project progress report. This final report is due no later than 120 days after the end of the period of performance. G. Financial Reports for Fixed Amount Awards. Fixed Amount recipients are not required to submit financial reports to AmeriCorps, including the final financial report. XII. AWARD PERIOD AND INCREMENTAL FUNDING For the purpose of this award, a project period is the complete length of time the recipient is proposed to be funded to complete approved activities under the award. A project period may contain one or more budget periods. A budget period is a specific interval of time for which Federal funds are being provided to fund a recipient's approved activities and budget. Unless otherwise specified, the award covers a three-year project period. In approving a multiyear project period, AmeriCorps generally makes an initial award for the first year of operation. Additional funding is contingent upon satisfactory performance, a recipient's demonstrated capacity to manage an award and comply with award requirements, and the availability of Congressional appropriations. AmeriCorps reserves the right to adjust the amount of art award or elect not to continue funding for subsequent years. The project period and the budget period are noted on the award document. A planning grant covers a one-year project period. The member enrollment period is the time period during which a program may enroll individuals as AmeriCorps members. The enrollment period for subrecipients and operating sites may not exceed one year. 20 XIII. PROGRAM INCOME A. General. Income, including fees for service earned as a direct result of the award -funded program activities during the award period, must be retained by the recipient and used to finance the award's non- AmeriCorps share. B. Excess Program Income. Program income earned in excess of the amount needed to finance the recipient share must follow the appropriate requirements of 2 CFR Part 200 and be deducted from total claimed costs. Recipients that earn excess income must specify the amount of the excess in the comment box on the financial report. C. Fees for Service. When using assistance under this award, the recipient may not enter into a contract for or accept fees for service performed by members when: 1. The service benefits a for-profit entity, 2. The service falls within the other prohibited activities set forth in these award provisions, or 3. The service violates the provisions of 42 U.S.C. § 12637 - Nonduplication and Nondisplacement. D. Full -Cost and Professional Corps Fixed Amount Awards. The recipient must notify its AmeriCorps Portfolio Manager if it earns program income in excess of the amounts needed to cover all expenditures under the award. The AmeriCorps Portfolio Manager will determine the disposition of the excess program income. XIV. SAFETY The recipient must institute safeguards as necessary and appropriate to ensure the safety of members. Members may not participate in projects that pose undue safety risks. XV. NATIONAL SERVICE CRIMINAL HISTORY CHECK TRAINING All recipients and subrecipients must complete and retain a certificate of completion of the AmeriCorps' National Service Criminal History Check (NSCHC) eCourse training every year to ensure that recipients and subrecipients conducting criminal history background checks comply with all NSCHC requirements. The AmeriCorps designated eCourse provides a thorough overview of the requirements and can be found at: https://americorpsonlinecourses.litmos.com?C=325500. Each grant recipient and subrecipient must identify at minimum one staff person who has some responsibility for NSCHC compliance to fulfill this requirement on behalf of the grant recipient or subrecipient. The grant recipient and subrecipient must retain the certificate of completion and assign staff to retake the course annually prior to the expiration of the certificate. Grant recipients and subrecipients should save certificates of completion from each year as grant records. XVI. KEY CONCEPTS OF FINANCIAL GRANTS MANAGEMENT TRAINING All recipients and subrecipients must complete and retain a certificate of completion of the AmeriCorps' Key Concepts of Financial Grants Management eCourse training every year to 21 ensure that recipients and subrecipients are aware of major financial grants management requirements for all federal recipients and subrecipients. The AmeriCorps designated eCourse provides a thorough overview of the requirements and can be found at: https://americorpsonlinecourses.litmos.com/account/login/?C=7513619. Each grant recipient and subrecipient must identify at minimum one staff person who has some responsibility for financial grants management compliance to fulfill this requirement on behalf of the grant recipient or subrecipient. The grant recipient and subrecipient must retain the certificate of completion and assign staff to retake the course annually prior to the expiration of the certificate. Grant recipients and subrecipients must save certificates of completion from each year as grant records. XVII. FRAUD AWARENESS TRAINING FOR AMERICORPS GRANTEES All recipients and subrecipients must complete and retain a certificate of completion of the AmeriCorps Fraud Awareness Training for AmeriCorps Grantees eCourse every year to ensure that recipients and subrecipients are aware of fraud risk and controls. The AmeriCorps eCourse can be found at https://americorpsonlinecourses.litmos.com/course/7297781 ?r=False&ts=638423923369763818 Each grant recipient and subrecipient must identify at minimum one staff person to fulfill this requirement on behalf of the grant recipient or subrecipient. The grant recipient or subrecipient must retain the certificate of completion and assign staff to retake the course annually prior to the expiration of the certificate. Grant recipients and subrecipients must save certificates of completion from each year as grant records. XVIII. DEVELOPING POLICIES AND PROCEDURES TRAINING FOR AMERICORPS STATE AND NATIONAL GRANTEES All recipients and subrecipients must complete and retain a certificate of completion of the Developing Policies and Procedures: A Resource for AmeriCorps State and National Grantees eCourse every year to ensure that recipients and subrecipients are aware of policy and procedures requirements. The AmeriCorps eCourse can be found at: https://americorpsonlinecourses.litmos.com/course/10732704 Each grant recipient and subrecipient must identify at minimum one staff person to fulfill this requirement on behalf of the grant recipient or subrecipient. The grant recipient or subrecipient must retain the certificate of completion and assign staff to retake the course annually prior to the expiration of the certificate. Grant recipients and subrecipients must save certificates of completion from each year as grant records. XIX. FIXED AMOUNT AWARDS Fixed Amount awards are not subject to the cost principles in 2 CFR, Part 200, Subpart E. Fixed Amount awards must comply with the remaining provisions of 2 CFR Part 200, including Subpart F relating to audit requirements. Fixed Amount awards include Education Award program (EAP) Fixed Amount awards, Professional Corps Fixed Amount awards, and Full -cost Fixed Amount awards. 22 For Education Award programs (EAP), the fixed federal assistance amount of the award is based on the approved and awarded number of full-time members specified in the award. For full -cost and Professional Corps Fixed Amount awards, the fixed federal assistance amount of the award is based on the approved and awarded numbers of full-time members and the members' completion of their terms of service. For EAPs, the final amount of award funds that the recipient may retain is dependent upon the recipient's notifying AmeriCorps' National Service Trust of the members that it has enrolled. All EAP members must carry out activities to achieve the specific project objectives as approved by AmeriCorps. At closeout, AmeriCorps will use the Fixed Award Certification submitted by prime grantees that certifies all funds drawn do not exceed the amount earned based on the number of members enrolled. For full -cost and Professional Corps fixed amount awards, the recipient may draw funds from the HHS Payment Management System based on the number of members who complete a full term of service or if the member leaves before completing service, a pro -rated amount based on hours served. At closeout, AmeriCorps will use the Fixed Award Certification submitted by prime grantees that certifies all funds drawn do not exceed the amount earned based on the number of hours served by the members. XX. EVALUATION PLANS If an AmeriCorps State competitive subgrantee or National and Native Nation/Indian Tribe grantee has received at least three years of competitive funding for a project, they are required to submit an evaluation plan when they recompete for competitive AmeriCorps funding for the same project. The evaluation plans are reviewed and approved by AmeriCorps. Any evaluation plan that is not approved in its first submission must be revised and resubmitted for approval. The evaluation plan must receive final approval by AmeriCorps no later than August 31 of the year following the grant award. More information on AmeriCorps State and National evaluation requirements is available at State and National Direct Grantees j AmeriCorps. 23 COUNTY: BOARD OF COUNTY COMMISSIONERS ATTEST: WELD COUNTY, COLORADO Clerk to the Board BY: Deputy Clerk to the Board Kevin D. Ross, Chair _CYCA WCYCC PY2024 YCCO AmeriCorps Fixed Award Service Location Agreement (full) (f).docx Final Audit Report 2024-12-10 Created: B Status: Transaction ID: 2024-12-10 windy Luna (wlunad.gov) Signed CBJCHBCAABAAmtvFlg6lnQal1 Pu0N4fZRb BR1 DeOcwh "_CYCA WCYCC PY2024 YCCO AmeriCorps Fixed Award Servi ce Location Agreement (full) (f).docx" History t Document created by Windy Luna (wluna@weld.gov) 2024-12-10 - 6:31:32 PM GMT- IP address: 204.133.39.9 2. Document emailed to ebarber@weld.gov for signature 2024-12-10 - 6:33:17 PM GMT ,t Email viewed by ebarber@weld.gov 2024-12-10 - 6:43:44 PM GMT- IP address: 204.133.39.9 6© Signer ebarber@weld.gov entered name at signing as Elizabeth Barber 2024-12-10 - 6:44:28 PM GMT- IP address: 204.133.39.9 do Document e -signed by Elizabeth Barber (ebarber@weld.gov) Signature Date: 2024-12-10 - 6:44:30 PM GMT - Time Source: server- IP address: 204.133.39.9 e'-. Document emailed to Jamie Ulrich (ulrichjj@weld.gov) for signature 2024-12-10 - 6:44:32 PM GMT t Email viewed by Jamie Ulrich (ulrichjj@weld.gov) 2024-12-10 - 8:39:21 PM GMT- IP address: 204.133.39.9 0 Document e -signed by Jamie Ulrich (ulrichjj@weld.gov) Signature Date: 2024-12-10 - 8:39:36 PM GMT - Time Source: server- IP address: 204.133.39.9 O Agreement completed. 2024-12-10 - 8:39:38 PM GMT Peweiad by Adobe Acrobat Sign Contract Form Entity Information Entity Name* COLORADO YOUTH CORPS ASSOCIATION Entity ID* @00012676 Contract Name" Contract ID COLORADO YOUTH CORPS ASSOCIATION (CYCA) 8933 (AMERICORPS EDUCATION AWARD SERVICE LOCATION AGREEMENT) Contract Lead* WLUNA Contract Status CTB REVIEW New Entity? Contract Lead Email wluna@weld.gov;cobbxxl k@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description* COLORADO YOUTH CORPS ASSOCIATION (CYCA), YOUTH CONSERVATION CORPS ASSOCIATION (YCCO), WELD COUNTY YOUTH CORPS (WCYCC) - AMERICORPS EDUCATION AWARD SERVICE LOCATION AGREEMENT FOR THE PERIOD OF JANUARY 1, 2025 THROUGH DECEMBER 31, 2025. DUE 12/18/24. Contract Description 2 PA WILL ROUTE WITH THIS CMS/ONBASE ENTRY. REQUEST PERMISSION FOR THE DEPARTMENT DIRECTOR AND DIVISION HEAD TO SIGN. Contract Type" GRANT Amount* $262,971.83 Renewable" NO Automatic Renewal Grant IGA Department Requested BOCC Agenda Due Date HUMAN SERVICES Date* 12/14/2024 12/18/2024 Department Email CM- HumanServices@weld.gov Department Head Email CM-HumanServices- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* Renewal Date 10/31/2025 Termination Notice Period Contact Information Committed Delivery Date Expiration Date* 12/31/2025 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel JAMIE ULRICH CHERYL PATTELLI BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 12/11/2024 12/11/2024 12/11/2024 Final Approval BOCC Approved Tyler Ref # AG 121824 BOCC Signed Date Originator WLUNA BOCC Agenda Date 12/18/2024 Hello