Concept Paper for EngageAR AmeriCorps Funding Required for New … · 2020-04-22 · 2020 – 2021 AmeriCorps Arkansas Formula Funding – Concept Paper Package . Concept Paper for

1 | P a g e 2020 – 2021 AmeriCorps Arkansas Formula Funding – Concept Paper Package

Concept Paper for EngageAR AmeriCorps Funding Required for New Formula Funding Applicants – Operation and Planning Grants

For Program Year 2020 - 2021 Applicants must submit a concept paper by 4:00 PM Monday, November 4, 2019 in order to be eligible to compete for 2020-2021 Program Year funding. Late submissions in whole or in part will not be accepted. Background Information AmeriCorps is a program of the Corporation for National and Community Service (CNCS), an independent federal agency. The mission of CNCS is to improve lives, strengthen communities, and foster civic participation through service and volunteering. In order to maximize the impact of the investment in national service, CNCS is focused on funding programs that can demonstrate a sound plan to engage AmeriCorps members in meeting an unmet community need, and the ability to design and implement effective systems to capture the outcomes of the AmeriCorps program and member’s service. AmeriCorps grants are awarded to eligible organizations to recruit, train, and manage AmeriCorps members during a defined term of service. Or, to organizations wishing to explore the feasibility of hosting an AmeriCorps program. CNCS administers AmeriCorps funding through a network of State Service Commissions. These commissions review grant applications, select grant recipients for funding, and monitor grant activities. The information in this document addresses AmeriCorps State funding in Arkansas. The Division of Higher Education, EngageAR-Arkansas Service Commission (ASC) is the State Service Commission in Arkansas. This Notice of Funding Opportunity, called the AmeriCorps Arkansas Application Package is available for eligible organizations that 1) want to host an operational AmeriCorps grant or, 2) want to request funds for a planning grant. The Concept Paper phase of the application process is designed as a “qualifying” round. Applicants with a clear method of addressing a need and the potential to develop a strong AmeriCorps program will be formally invited to apply. Final AmeriCorps applications, with detailed narrative and budget will be due Thursday, February 20, 2020. Elig ible Organizations These include public or private nonprofit organizations – including labor organizations; faith-based and other community organizations; an institution of higher education; an educational institution; a government entity within the State of Arkansas; an Indian Tribe; or a partnership or consortia. Operational Grant Organizations awarded funding for an operational grant will engage AmeriCorps members to expand and/or enhance an organization’s activities. ASC’s general practice is to award no fewer than four (4) MSY with no more than 50 member slots for new grantees. Planning Grant

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Planning grants allow time and financial resources for organizations to determine and explore the feasibility of applying for an operational AmeriCorps grant. Approval of a planning grant does not guarantee an organization will be approved for an operational grant. Planning grants do not support AmeriCorps members. A Concept Paper must be submitted 4:00 PM Monday, November 4, 2019 for an organization to be considered for AmeriCorps funding. Late submissions in whole or in part will not be accepted. Operational grant applicants should complete and return pages 3 – 14

Planning grant applicants should complete and return pages 3 – 9 and 13 - 16. Email your Concept Paper and a copy of your independent financial audit or A-133 or to: [email protected]. Subject line: Concept Paper.

ASC is offering two workshops for organizations wanting to learn more about hosting an AmeriCorps program. They will be held in Little Rock prior to concept paper due date. Date TBD. Registration information will be posted by accessing this link: https://www.volunteerar.org/funding-opportunities Please read through the Arkansas AmeriCorps Application Package prior to completing your concept paper for an understanding of CNCS and AmeriCorps requirements. The Package, which can be found at www.VolunteerAR.org, also includes additional information, instructions and due dates. To ensure that this funding process is carried out in a fair and equitable manner, all questions concerning the concept paper should be submitted to [email protected] . Subject line: Concept Paper. Here are suggestions to help you present your project in the best way possible: − Assess your fit with AmeriCorps: Use the “Are you interested in applying” decision tree to see if your

organization is a good fit for an AmeriCorps program. − Paint a vivid picture of your proposed program: Help reviewers understand who you are, what the needs are in

your community, and how AmeriCorps can help better serve Arkansans, etc. − Follow the rules: Provide complete information in the order and format that is requested. Do not attach

any information that is not explicitly required; do not refer to web links for further information. − Do your research: Be sure to make use of the resources available to develop a strong proposal. Find these

on our website at www.VolunteerAR.org and on the CNCS website www.nationalservice.gov. Timeline

Concept paper due: Monday, November 4, 2019 at 4:00 pm Applicants notified of results of concept paper: Friday, December 6, 2019 Grant applications due: Thurs., February 20, 2020 at 4:00 PM Program year starts: September or October 2020

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Is My Organization Ready for an AmeriCorps Grant? A READINESS ASSESSMENT

INTRODUCTION: This Readiness Assessment uses simple questions to help you determine whether you are organizationally poised to successfully apply for and implement an AmeriCorps grant. Read each question carefully and answer honestly. All organizations completing the concept paper must complete and support the organization readiness assessment. This assessment is a general guide, a rough tool to help you plan for implementation of AmeriCorps and other complex grant-funded programming. Successful completion of the assessment does not guarantee AmeriCorps funding through EngageAR-Arkansas Service Commission or the Corporation for National and Community Service. Regardless of your results, EngageAR-Arkansas Service Commission is eager to assist you in designing and implementing services benefiting the residents of our state. Please contact Kim Reed at EngageAR-Arkansas Service Commission to learn more about how AmeriCorps may be able to benefit your organization and how our Commission may be able to help you implementing new AmeriCorps programs or creating partnerships with existing programs. Kim Reed AmeriCorps Program Manager (501) -537-9723 [email protected]

Special Note for Faith-Based Organizations seeking to operate government funded programs If the conditions below are not acceptable to your organization, government funding is probably not a good option:

• Participation in government funded programs must be open to all who qualify, without regard to religious beliefs.

• No participant in a government funded program may be required to participate in inherently religious activities.

• Government funded employees must not proselytize • Government funded programs must be held in a separate place or time from religious activities.

THE ASSESSMENT BEGINS ON THE NEXT PAGE

PLEASE REMOVE THESE THREE INSTRUCTION PAGES FROM YOUR CONCEPT PAPER SUBMISSION

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FUNDAMENTAL QUESTIONS THERE ARE NO POINTS FOR THIS SECTION. Is your organization a public or private nonprofit organization - including labor organizations, faith-based and other community organizations; an institution of higher education; a government entity within the State of Arkansas; an Indian Tribe; or a partnership or consortia?

Yes No Unsure Does your organization’s plan for utilizing AmeriCorps members address specific unmet community needs in the areas of education, human needs, public safety, the environment, and/or homeland security/disaster preparedness?

Yes No Unsure If the answer to either of the above questions is “No” then your organization is not eligible to receive an AmeriCorps grant or serve as a Host Site for AmeriCorps members. You are similarly ineligible if your organization is a 501 (c) (4) non-profit entity [under the Internal Revenue Code of 1986, 26 U.S.C. 501 (c)(4)] that engages in lobbying. If you are at 501 (c) (4) non-profit, please document that you do not engage in lobbying. Do your plans for utilizing AmeriCorps members call for members to provide service exclusively within the state of Arkansas?

Yes No Unsure If the answer to the above question is “No” and the other results of this Assessment are favorable, then your organization may be interested in applying directly to the Corporation for National & Community Service for an AmeriCorps*National grant. Contact the EngageAR-Arkansas Service Commission for details. Does your organization have a track record of success with its programs?

Yes No Unsure Does your organization have the infrastructure to recruit, train, and support the efforts of AmeriCorps members? Variables include office space, technology, supervisory time & skill, financial expertise, and the ability to manage volunteers.

Yes No Unsure Has your organization previously managed a major federal, state or foundation grant?

Yes No Unsure Are there formal internal controls governing all financial operations?

Yes No Unsure Does your organization have sufficient cash to operate a major grant on a reimbursement basis? Payments are made 30-60 days after submission of invoices by programs.

Yes No Unsure Are the financial operations of your organization audited annually by an independent auditor?

Yes No Unsure

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What was your average annual employee turnover rate for the past two years? Use this formula: Number of employees exiting in the organization for the past 24 months divided by the average actual number of employees over the past 24 months. ☐0-25% ☐26-50% ☐51-75% ☐76-100% If applicable, please explain the circumstances for turnover beyond 25%.

Click here to enter text. If you answered “No” to any of the above questions, it is likely your organization would struggle to successfully administer an AmeriCorps grant. Consideration should be given to seeking a partnership with an existing AmeriCorps program in Arkansas Serving as an AmeriCorps host site, rather than as a primary grant applicant is often a better option for smaller organizations. You may also consider a planning grant. ORGANIZATIONAL COMPETENCIES The following questions address key elements of successful organizations. Completion of this portion of the assessment will help provide you with additional information about the capacity and structure in place to operate an AmeriCorps program. Score this section of the assessment, giving yourself one (1) point for each correct answer. ORGANIZATIONAL PURPOSE: THE MISSION 1. Does your organization have a clear written mission statement? (if no, skip to question 6)

Yes No Unsure

2. Do ALL organizational programs and efforts align with the mission?

Yes No Unsure 3. Has your organization said no to potentially good opportunities which are not consistent with the organizational

mission or strategy?

Yes No Unsure 4. Is the mission understood by ALL stakeholders within the organization?

Yes No Unsure 5. Is the mission frequently referred to (e.g. in planning sessions and other meetings)?

Yes No Unsure

ORGANIZATIONAL GOVERNANCE & OPERATIONS 6. Does your organization have an active and independent board of directors and/or other governing body?

(Independent is defined as a majority of board members who are neither employees of the organization nor family members of employees or other board members.)

Yes No Unsure N/A (state government agency)

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How many board members? _____________________ How often does the board meet?______________________________________________ Do members of the board of directors understand their fiduciary roles and responsibilities? ______________

7. Does the organization have written policies and procedures, including a conflict of interest policy for employees

and directors?

Yes No Unsure ORGANIZATIONAL DIRECTION: STRATEGIC PLANNING 8. Does your organization have a clear and coherent written plan for the future (i.e. 3-10 year strategic plan)? (if no,

skip to question #13)

Yes No Unsure 9. Does the strategic plan have well defined measurable goals and achievable action steps with timeframes?

Yes No Unsure 10. Are the goals in the strategic plan well known and understood by the staff and board?

Yes No Unsure 11. Is the strategic plan made actionable by realistic and detailed annual plans that outline the specific work to be

accomplished?

Yes No Unsure 12. Is this annual plan consistently used at all levels of the organization to guide operations?

Yes No Unsure 13. Does the organization conduct regular assessment of internal operations to assess efficiency and effectiveness?

Yes No Unsure ORGANIZATIONAL REVENUE: SUSTAINABILITY 14. Does the organization have diversified funding from multiple sources?

Yes No Unsure N/A state government 15. Does your organization have a group of dedicated people that believe in its mission and are willing to provide

financial support and volunteer their time?

Yes No Unsure ORGANIZATIONAL INFRASTUCTURE: FINANCIAL MANAGEMENT 16. Are organizational and programmatic budgets closely and regularly monitored?

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Yes No Unsure 17. Does your organization produce and review financial statements at least monthly?

Yes No Unsure 18. Does the organization have a development/fundraising plan in place?

Yes No Unsure

19. Does the organization have plans to secure the financial and in-in kind resources to meet any required matches?

Yes No Unsure

When did your last independent financial audit occur? ___________________________________ ORGANIZATIONAL INFRASTRUCTURE: TECHNOLOGY 20. Does your organization have networked computers?

Yes No Unsure

21. Does every key staff member have access to a computer with up-to-date software, internet access and e-mail capabilities?

Yes No Unsure

22. Are all staff competent and comfortable using their computers?

Yes No Unsure

23. Does your organization have a computerized accounting system?

Yes No Unsure ORGANIZATIONAL INFRASTRUCTURE: HUMAN RESOURCES 24. Does your organization have a well-planned process to recruit, develop, and retain the best employees in

accordance with an equal opportunity environment?

Yes No Unsure 25. Does your organization provide staff and volunteers with written job descriptions and the necessary resources to

carry out duties appropriately?

Yes No Unsure 26. Does the organization provide relevant and regular training for staff and board members?

Yes No Unsure 27. Are employee performance appraisals conducted on a consistent and fair basis?

Yes No Unsure

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28. Does your organization have a well-planned process to recruit, develop, and retain volunteers?

Yes No Unsure PROGRAM DESIGN: NEEDS ASSESSMENT & IMPLEMENTATION 29. Does your organization conduct regular assessments of community need? Date last conducted: _________

Yes No Unsure

30. Does your organization analyze and use the results of needs assessments to chart change?

Yes No Unsure 31. Does your organization have the ability to grow and/or create new and innovative programs to meet the needs of

the community? Yes No Unsure

32. Are your organization’s programs and services well defined?

Yes No Unsure 33. Does your organization have the ability to close a program that is no longer needed or relevant?

Yes No Unsure

ORGANIZATIONAL IMPACT: MEASURING PERFORMANCE & CONTINUAL IMPROVEMENT 34. Does your organization have a comprehensive well-developed evaluation system used to measure the impact of

programs and services?

Yes No Unsure

35. Does your organization conduct regular assessments of existing programs’ effectiveness in meeting recipient needs AND identify areas for improvement?

Yes No Unsure

36. Does your organization collect data to measure performance and progress on a continual basis?

Yes No Unsure

37. Is data analyzed, used in program redesign and communicated to stakeholders on a regular basis? (e.g. annual

report)

Yes No Unsure Please describe how you collect data, how it is analyzed, and used?

ORGANIZATIONAL OUTREACH: PARTNERSHIP & COLLABORATION 38. Does your organization participate in partnerships with other groups?

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Yes No Unsure 39. Have these relationships led to mutually beneficial collaboration?

Yes No Unsure If yes, please describe: 40. Our organization has a written volunteer recruitment and management plan? Yes No Unsure

RESULTS

• 25 - 40 points: Based on your self-assessment, your organization may have the capacity to successfully operate a government-funded project or program.

• 15 - 24 points: Based on your self-assessment, your organization may need to a make a few improvements in your capacity

and planning to independently administer an AmeriCorps grant. Exploring partnerships might be beneficial. • Less than 15 points: Based on your self-assessment, your organization may have a significant need to build its capacity

before it is ready to apply for an AmeriCorps grant. NOTE: Balanced organizations with consistent excellence across organizational competencies tend to be most successful in administering complex grants like AmeriCorps. If your replies to this assessment reveal significant areas of growth, it might be best to address these before pursuing AmeriCorps support. Enter your score here: _____________________

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For Organizations Requesting to Receive AmeriCorps Arkansas Funding in 2019 – 2020

Use this document to submit your concept paper for an operational grant application. The narrative is limited to 5 pages, double spaced and using 12-point font. The logic model is limited to 3 pages. The member position description is limited to two pages. Please complete all sections.

Legal Name of Applicant Organization: Address (Street, City, State, Zip):

Tax ID Number:

DUNS Number: DUNS Expiration Date: SAMS Number: SAMS Expiration Date: Name of Contact Person: Title: Telephone: Email: Website: What geographic area(s) will the program serve? Estimated CNCS Amount Requested:

Estimated Match Dollar Amount to be Provided (24% for first year programs):

Select a Corporation for National and Community Service (CNCS) Focus Area from below that your program will address. You may select more than one focus area. More information about these focus areas can be found in the AmeriCorps Arkansas Application Package. ☐ Disaster Services ☐ Economic Opportunity ☐ Education ☐ Environmental Stewardship

☐ Healthy Futures ☐ Veterans and Military Families ☐ Other: _____________________

Eligibility Requirements: If you can meet the following, please check the box. ☐ Has ability to host a minimum of four (4) MSY (full-time equivalent) ☐ Has ability to match the federal dollars at 24% or above ☐ Will provide an Independent Financial Audit or A-133 Audit with this concept paper ☐ Has someone on staff who can devote a minimum of 50% of their time to this program ☐ Organization has not been convicted of a federal crime Please mark the appropriate box: ☐ Nonprofit Organization ☐ Higher Education

OPERATIONAL GRANT CONCEPT PAPER

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☐ Faith Based ☐ Government: please specify ____________

☐ Partnership / Consortia

☐ Labor Organization ☐ Other: please specify ________________

Number of members: Please show below the anticipated number of members, in each slot type, that you are requesting. A program must request a minimum total of 4 MSYs (Member Service Year). A MSY is the equivalent of a full-time person. For example, 4 FT members or 8 HT members. Other combinations are possible. Further information can be found in the AmeriCorps Arkansas Application Package. This is just an estimate and you can change the configuration before submitting a full application. Number of AmeriCorps Member Slots

Full Time (FT) 1700 hours

Three Quarter Time (TQT) 1200 hours

Half Time (HT) 900 hours

Reduced Half Time (RHT) 675 hours

Quarter Time (QT) 450 hours

Minimum Time (MT) 300 hours

Criteria Please address each of the items below, referring to the Arkansas AmeriCorps Application Package for additional information. 1. Program Design

A. Briefly describe the community need(s) the AmeriCorps members will be addressing?

B. What core activities will members be implementing or delivering? You will also complete a member position description (see page 6)

C. What population do you plan to serve (youth, adults, etc.)?

D. Briefly describe the resources that are currently available to address the need and how the

proposed AmeriCorps program will not duplicate, displace or supplant those resources. 2. Organizational Capability

A. Briefly describe the roles, responsibilities, and structure of the staff that will be implementing the AmeriCorps programs as well as providing oversight and monitoring for the program. Include a summary of the agency's budget, total number of staff, and brief descriptions of agency programs and operation.

B. Please list federal grants funds previously (or currently) administered by your organization within the last seven years.

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Year Federal Agency Federal Dollars Received

3. Cost Effectiveness and Budget Adequacy

A. Discuss how the AmeriCorps program is a cost effective approach for addressing the community need(s) identified.

B. Programs must match the federal dollars at 24% for the first three years. Briefly describe how the match will be met.

LOGIC MODEL

Problem Inputs Activities Outputs Short-Term

Outcomes

Mid-Term Outcomes

Long-Term Outcomes

The community problem that the program activities (interventions) are designed to address.

Resources that are necessary to deliver the program activities (interventions), including the number of locations/sites and number of AmeriCorps members.

The core activities that define the intervention or program model that members will implement or deliver, including duration, dosage and target population.

Direct products from program activities.

Changes in knowledge, skills, attitudes and opinions. Will almost always be measurable during the grant year.

Changes in behavior or action. May or may not be measurable during the grant year.

Changes in condition or status in life. Will most likely not be measurable during the grant year.

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The AmeriCorps member is at the heart of your potential program. It is it important to the Arkansas Service Commission that if you are applying for either an operational grant or a planning, you have an idea of how your potential members will serve. Please complete the below AmeriCorps member position description for a potential member serving in your program. If you have several different ideas for a member position, please only complete for one position. You position description can change through the application process. This is only an early draft of you position description.

[ Your Program Name ]

Concept Paper AmeriCorps Member Position Description

Service Position Title and Type: Title must be specific, not a generic “AmeriCorps Member”. Include the service type and number of hours (i.e. quarter-time 450 hours).

Name and Address of Program:

Service Location: If site is different than program address above, include the Host Site name and address.

Site Supervisor/Title: Include the supervisor’s name, title, address and telephone. (To be hired is acceptable)

Purpose: Short description of program’s mission

Service Position Summary:

In a narrative format, describe the responsibilities of the position. A successful position summary will include quantifiable performance goals and projected accomplishments; will identify the community/population being served; and will identify the unmet need that the members are filling.

Essential Functions of Position:

• Using bullets, list duties here. List all basic service activities that the member must perform on a daily basis. Do not use phrases such as “other duties as assigned” or vague statements about member responsibilities. Member activities should be described as explicitly as possible to ensure that prohibited activities are not taking place. As an alternate, the full list of prohibited activities can serve as part of the position description.

o Members are not to perform staff duties so avoid wording that could be construed as something more appropriate for staff. Examples are ‘reporting documents’, ‘design lesson plans’, ‘serving meals’, etc.

o Do not use terms such as: employment, work/job, job description, hired, employee, etc. Instead, use the appropriate national service terminology such as: serve/service, position description, enrolled, and member/service participant.

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o If members are required to participate in individual or group service projects away from their service site and outside the scope of their typical service activities, the description should include examples of what typical projects entail.

• This language must appear in your position description: Access to Vulnerable Populations: “The Arkansas Service Commission has determined that the probability of access to vulnerable populations is so great that all members will undergo and pass all required criminal history checks: NSOPW, FBI, and Arkansas State Police, as well as other states, as necessary.”

Knowledge, Skills, and Abilities Required: List the minimum qualifications that members serving in this position must have. For example, “members will be required to carry equipment and supplies”, “members must have access to transportation.”

Academic and Experience Qualifications: List the minimum qualifications that members serving in this position must have. For example, “members providing tutoring must have a bachelor’s degree”, “members must have two years’ experience in an education setting.”

Service Conditions: If applicable, identify the conditions under which the position must be accomplished. For example, service is performed primarily outdoors, service will be performed in a rustic camp setting, etc.

Commitment Required: Include start/end dates, the length of the service term (1700, 900 etc.), and the approximate number of hours per week.

Orientation and Training:

• Using bullets, list training here. Include the mandatory orientation and all necessary training to ensure member are successful.

For more information: Who does the member contact for questions/information? Program Director? Host Site?

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PLANNING GRANT CONCEPT PAPER

For Organizations Requesting to Receive EngageAR AmeriCorps Planning Grant Funding Use this document to submit your intent to apply for a grant application. The narrative is limited to 5 pages, double spaced and using 12-point font. The logic model is limited to 3 pages. Please complete all sections.

Legal Name of Applicant Organization: Address (Street, City, State, Zip):

Tax ID Number:

DUNS Number: DUNS Expiration Date: SAMS Number: SAMS Expiration Date: Name of Contact Person: Title: Telephone: Email: Website: What geographic area(s) will the program serve? Estimated CNCS Amount Requested:

Estimated Match Dollar Amount to be Provided:

Select a Corporation for National and Community Service (CNCS) Focus Area from below that your program will address. You may select more than one focus area. More information about these focus areas can be found in the AmeriCorps Arkansas Application Package.

Disaster Services ☐ Economic Opportunity ☐ Education ☐ Environmental Stewardship

☐ Healthy Futures ☐ Veterans and Military Families ☐ Other: _____________________

Eligibility Requirements: If you can meet the following, please check the box. ☐ Has ability to match the federal dollars at 24% or above ☐ Will provide an Independent Financial Audit or A-133 Audit with this concept paper ☐ Organization has not been convicted of a federal crime Please mark the appropriate box: ☐ Nonprofit Organization ☐ Higher Education

☐ Faith based ☐ Government: please specify ____________

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☐ Partnership / Consortia ☐ Labor Organization

☐ Other: please specify _____________

Criteria Please address each of the items below, referring to the Arkansas AmeriCorps Application Package for additional information. 1. Program Design

A. Briefly, describe the issue/need to be addressed.

B. Briefly describe the anticipated member service activities that would address the stated need.

C. What population do you plan to serve (youth, adults, etc.)?

D. Briefly describe the resources that are currently available to address the need and how the proposed AmeriCorps program will not duplicate, displace or supplant those resources.

2. Organizational Capability

A. During the planning grant, organizations will work to design a logic model and theory of change; develop program service plans in response to the identified community need(s); and build organizational capacity to host an operational AmeriCorps program. Briefly describe how your organization has the staffing and experience to work through this process.

B. Programs must match the federal dollars at 24% for the first three years. Briefly describe how the match will be met.