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Administrative Staff Reports

October 30, 2020

Administrative Staff Reports: October 2020

Submitted: October 30, 2020

Jamie McFaul, Grants Officer

 

Major projects completed:

 

  • Finalized contracts in Advantage and Maine Procurement systems on behalf of Learning Works, Colby College, Healthy Acadia, Alfond Youth Center, Kennebec Valley Community Action Program, Maine Development Foundation, Colby College, Trekkers, and the Greater Portland Council of Governments for the 2020-2021 grant cycle
  • Filed Federal Financial Report: 18ACHME001 and 18AFHME001 for period ending 09/30/2020
  • Updated documents in the resource library for AmeriCorps Program Directors, included were sample member agreement and AmeriCorps member orientation samples
  • Training with VM’s Program Development & Training Officer and with GPCOG’s new Program Director; topics covered were program and member management
  • One on one training with MDF’s Program Director; OnCorps and member enrollment
  • Continued an ongoing review and process of Periodic Expense Reports (PER’s), Periodic Income Reports (PIR’s), Aggregated Financial Reports (AFR’s) and Grantee Progress Reports (GPR’s) along with corresponding reimbursement requests
  • Training with all the Alfond Youth Center staff to review OnCorps reports, member recruitment and enrollment
  • Facilitated the Role Descriptions session: A Starting Point for Successful Volunteer Management  for Jennifer Lobley, Extension Educator, in the first ever virtual Maine Volunteer Leadership Conference
  • Staff facilitation for the second virtual recruitment fair: 'Choose Service' info session
  • Required Security Training (online courses) to learn how to defend our organization against cybercrime

Issues to be aware of:

  • KVCAP member issue is still unresolved, which involves a member that served but was not properly enrolled, a corrective action plan will be issued by the end of November
  • USM-MPES is in close-out for their previous grant cycle 15ACHME001-0002; all necessary documentation will be submitted to the Federal Agency by  November 19, 2020

Major focus of effort for the next month:

  • Ongoing review and approval of Grantee Progress Reports (GPR’s) in OnCorps in order to prepare to submit December reports to the Federal Agency
  • RFP process and the continuation review for Learning Works (Competitive)
  • Revise and update the GPR instructions for Program Directors
  • Eliminate the service & volunteerism report from the contract language because that data is now tracked in the Performance Measures report
  • Continuation report (and any new submissions for RFP # 202010156) to Grants Task Force (GTF)
  • Compile all necessary reports and reviews as they pertain to the GTF consensus scoring
  • Inform all subgrantees of the two recent policy updates
  • Review position descriptions in the 2020-2021 for compliance
  • Prepare for upcoming virtual monitoring of all pre-operational subgrantees
  • Provide ongoing support to new subs; Maine Development Foundation, Alfond Youth Center and the Greater Portland Council of Governments
  • Continued an ongoing review and process of Periodic Expense Reports (PER’s), Periodic Income Reports (PIR’s), Aggregated Financial Reports (AFR’s) and Grantee Progress Reports (GPR’s) along with corresponding reimbursement requests
  • Professional Development with Advanced Grants Monitoring Workshop from Management Concepts
  • Process Maine Conservation Corps contract through appropriate State systems