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State Structure
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State Structure
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Records of the Office of National Service (Clinton Administration)
Sarah Whitman's Files
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FOIA Number: 2013-0661-F (2)
FOIA
MARKER
This is not a textual record. This is used as an
administrative marker by the William J. Clinton
Presidential Library Staff.
Collection/Record Group:
Clinton Presidential Records
Subgroup/Office of Origin:
National Service
Series/Staff Member:
Sarah Whitman
Subseries:
OA/ID Number:
1289
FolderID:
Folder Title:
State Structure
Stack:
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S
66
2
5
3
The Commission
CNCS
i
on
/
National and Community Service
Facsimile Transmission
The National Press Building, Suite 452
529 14th Street. NW
Washington, D.C. 20045
Phone: (202) 724-0600
Fax: (202) 724-0608
Please deliver to: Sarah Whitnan
Organization: ONS
Fax Number:
Phone Number:
From: Arl Ochoa
Date:
We are transmitting a total of 7 pages, Including this cover page.
Re:
Please Note:
The information contained in the facsimile message is privileged and confidential. and is intended
only for the USE of the individual named above and others who have been specifically authorized to
receive it. If you are not the intended recipient, you are hereby notified that say dissemination.
distribution. X copying of this communication is strictly probibled. If you have received this
communication in error. or if say problems occur with the transmission. please notify us
immediately at the telephone number above.
Message:
07/22/93
15:19
202 724 0607
CAUS #2
0011
DRAFT DRAFT DRAFT DRAFT DRAFT Version 2
Dear Governor.
The ideals of national and community service are not new. These concepts
are rooted in the very foundation of our republic. Today, with President
Clinton's leadership and strong bi-partisan Congressional support, the
American people have been called anew to serve their communities and
their Nation. This service will only become reality, however, through the
empowering of states to identify and meet their human, educational,
environmental and public safety needs.
The central goals of the National and Community Service Trust Act of 1993
are to meet these pressing needs as well as to enhance the lives of participants
by enabling them to develop a service ethic, enhancing their bonds to their
communities and country, improving their skills and, in the case of the full
and part-time program, providing educational awards. This Act provides
federal support by the newly formed Corporation for National and
Community Service ("corporation") for service programs in the states in the
major areas of (1) kindergarten to twelfth grade (2) higher education (3)
national service programs to be operated by local nonprofit organizations as
well as state agencies.
President Clinton has said that "national service recognizes a simple but
powerful truth-that we make progress not by governmental action alone, but
we do best when people and their government work at the grass roots, in
genuine partnership." The National and Community Service Trust Act
presents the states with the opportunity to serve as a catalyst in developing
this "genuine partnership." This legislation necessitates the states' taking an
active role through the formation of a State Commission on National and
Community Service ("Commission"). The Commission board, with your
guidance, will develop a state national service plan, as well as applications for
Corporation funding, that best address the specific needs of communities
within your state.
Now is the time for us to begin reinventing responsive government. To do
this, you, as Governor, can assist us by designating a transitional entity that
will perform the duties of a State Commission (for a period not to exceed 18
months) and begin the process of developing a permanent State Commission.
It is essential for us to know, as soon as possible, the identity of the
transitional entity (including a point of contact), so that we can assist you in
the planning and implementation process. Attached you will find a brief
discussion of the states' roles in the implementation of the National and
Community Service Trust Act.
07/22/95 10:20 T202 1-* 0001
CALD
Together, with the American people, we can help renew the spirit of civic
responsibility.
202
States' Role Under the National Service Trust Act
Trust Act Programs
Serve-America (subtitle B). Divided into two main parts. The first provides
program funding for school-aged youth and the other provides funding for
college based community service programs. Within the school-aged youth
category are two main subparts-school based programs for students and
community based service programs for school aged youth
National Service Trust program (subtitle C). Provides support for both national
service programs as well as national service positions. This support may include
the payment of post service benefits to repay student loans, to pay for attendance
at an institution of higher education, or to pay expenses in an approved school-to
work program.
Current programs of ACTION.
The Corporation may fund programs for rural youth, employer-based retiree
programs, intergenerational programs, programs involving individuals with
disabilities as service providers and programs sponsored by Governors, summer
programs.
The Corporation will provide assistance to establish one or more
Clearinghouses. These Clearinghouses will assist service programs in planning
and operational issues.
Regulatory and Policy Development
It is important to note that many policies and procedures have yet to be
determined by the Corporation. The Corporation is begining the identification of
issues that require regulatory and policy development. In addition, quality
standards will be developed which will govern the selection of all national
service programs. This summary merely discusses the basic framework of states'
role in implementation of the National and Community Service Trust Act.
The Board
The new legislation requires the existence of a State Commission on National and
Community Service ( 7-25 members) in order for a state to receive a grant or
allotment under subtitle B or C, or to receive a distribution of approved national
10:20
202 0007
service positions under subtitle C.1 Members are to be appointed by the
Governor. The State Commission membership must include at least one:
young person (between the ages 16-25)
national service program representative
school-based or community-based youth program representative
intergenerational program representative
local and state governmental entity representative, including a State education
agency representative
local labor organization representative
[House Bill only-business community representative]
[House Bill only-representative of local governments in the state]
The Corporation employee that serves as the Corporation representative to the
state shall also serve as a voting member of the State Commission. The Governor
may also appoint ex-officio non-voting members. Not more than 25% of the State
Commission's voting members may be officers or employees of the state. Board
members will serve staggered 3 year terms. The Governor must ensure that
membership in the State Commission is balanced according to race, ethnic
background, age and gender. Not more than 50% of the members of a state
commission, plus one additional member, may be from the same political party.
Transition/Approval of State Commission
For one year after the enactment of the Trust Act, the Corporation may allow a
Governor to use an existing state agency to perform the duties of the State
Commission if no State Commission exists. In most states, the best entity to
conduct an efficient transition is the State Lcad Agency under the National and
Community Service Act of 1990.
The Corporation may reject a State Commission if the Corporation determines
that the composition, membership, or duties of the State Commission do not
comply with law.
Duties
The State Commission will develop a three year national service plan, updated
annually, that ensures outreach to diverse community based agencies that serve
underrepresented populations.
The State Commission will prepare two applications for funding under subtitle
C. One application will be for formula allocation funding. The other will be for
competitive funding.
1 The chief executive officer of a state may apply to the Corporation for approval to use an
alternative administrative entity to carry out duties otherwise entrusted to a State Commission.
The State Commission will also prepare grant applications for "Serve-America-
community-based service programs for school-age youth" (B)(I)(b) funding
The State Commission will also develop a recruitment and placement system
for participants in national service programs that receive funding under the State
application.
The State Commission will also assist the State Education Agency (SEA) in
preparing the "Serve America-school based programs for students" (B)(I)(a)
application for Corporation funding.
In addition, the State Commission will assist national service program grantees
in providing health care and child care benefits.
The State Commission will also be responsible for the development of projects,
training methods, curriculum materials and other materials and activities related
to national service programs that receive assistance directly from the Corporation
or from the State using assistance provided under subtitle C.2
The State Commission will coordinate its activities with the activities of other
state agencies that administer Federal financial assistance programs under the
Community Services Block Grant Act.
The State Commission must coordinate its recruitment, public awareness, and
training functions with any division of ACTION or of the Corporation, that
carries out volunteer service programs in the states. 3
Operating Funds
The Corporation may provide partial support for the State Commissions. The
amount of all federal assistance may not exceed 85% for the first year the State
Commission receives funds, and a smaller percentage for the following years
such that by the fifth year, the federal share of support does not exceed 50%.
Staff
The statute is silent on the issue of State Commission employees. The cost of
these employees could be part of the funding the corporation gives to the states.
Unless otherwise proscribed by the Corporation, a State Commission may
delegate non-policy making duties to a State agency or public or private non
profit agency. Operations staff may be housed in these organizations.
2 A State Commission may not directly carry out any national service program that receives
assistance under § 121.
3 This coordination may include the execution of an agreement between the State Commission
and the division (of federal government) to carry out the function jointly, to assign responsibility
for such a function to the Commission, or assign it to the division.
National Service Participants
National Service participants must be at least 17 years old at the time they begin
their term of service. and be recipient of a high school diploma or its equivalent
or agree to obtain a high school diploma or its equivalent. 4 Participants must be
citizens of the United States or lawful permanent resident aliens of the United
States. Individual programs may also develop eligibility requirements for
program participants.
Funding Functions
A 33 1/3% allotment of Subtitle C assistance provided by the Corporation shall
be made to the states, District of Columbia and Puerto Rico through the State
Commission on the basis of population and an approved state plan.⁵ The State
Commission must sub-grant this allotment on a competitive basis. Unless
otherwise proscribed by the Corporation, the State may conduct this competitive
process either before or after the submission of the application. At least 33 1/3%
of Subtitle C funds shall be used to make grants to states, through the State
Commissions on a competitive basis. The State Commission must conduct a
competitive selection process prior to the submission of its application. At least
60% of the assistance provided to the states under this subtitle will be used to
make grants to non-state agency national service programs.
The State Commission may submit an application for Community Based Service
Programs for School Aged Youth (B(I)(b). The Corporation will make grants to
States and qualified nonprofit organizations on a competitive basis.
In addition to preparing these applications, the State Commission may
coordinate with applicants to the Corporation for funding in other program
areas. The State Education Agency is responsible for developing an application
to the Corporation for funding under Serve-America Program for School-Based
Programs for Students (B)(I)(a). Institutions of higher education or partnerships
of such institutions and of other public agencies or nonprofit private
organizations may apply to the Corporation for funding under Higher Education
Innovative Programs for Community Service (B)(II).
4 This requirement may be waived based on an individual education assessment conducted by
the program.
5 The Corproation can reject a state plan that does not meet the prescribed quality standards.
THE WHITE HOUSE
WASHINGTON
MEMORANDUM
Date:
July 20, 1993
From:
Sarah Whitman
To:
Rick Allen
John Briscoe
Malcolm Coles
Bob Currie
Judy Denny
Chris Gallagher
Laura Gassner
Janet Green
Art Ochoa
Don Gips
Dana Rodgers
Terry Russell
Shirley Sagawa
Frank Slobig
Patty Sullivan
CC:
Eli Segal
Subject:
State Structure working group
The next state structure meeting will be Wednesday the 21st at 4:00 - 5:30 in room 472 OEOB. I
have attached the agenda for the meeting.
Please come to the meeting having reviewed the attached list of tasks that this group needs to
complete in order to have a state structure ready for the new Corporation, as well as the letter
from the McCormick Foundation. We will finalize the task list and time line, and determine the
most useful way to take advantage of the foundation's generosity.
If there is anything else that you would like to add to the agenda, please let me know.
Thank you.
Agenda for State Structure Meeting
1. Critique the attached list of tasks that need to get completed by the state structure group
and the time frame within which they need to be completed.
2. Discuss interaction and communication with Governors.
Review the draft letter to the Governors. (Provided by Art Ochoa)
3. Discuss the McCormick Foundation proposal to develop a model plan for states'
relationships with the new corporation.
ROBERT R. MCORMICK TRIBUNE FOUNDATION
435 N. MICHIGAN AVENUE, SUITE 770
CHICAGO, ILLINOIS 60611-4041
312/222-3512
NEAL CREIGHTON
President and
Chief Executive Officer
July 13, 1993
C. Richard Allen
Deputy Assistant to the President
Office of National Service
The White House
Washington, D.C. 20500
Dear Mr. Allen:
Just a note to follow up on our short conversation when I visited the White House
last month with the group from Americans for National Service. If you will
remember, we talked about an idea that our Foundation has under consideration
for funding. The concept is to develop a model plan for a state to work with the
new Corporation that will be established under the pending legislation for National
Service. We would use Illinois as the model and have informally discussed this
with the Governor
Of course. there is not much we can do until the actual legislation passes on the
Hill Tentatively, we have discussed an initial meeting of key people in Springfield
early in 1994. followed by a conference at our center just west of Chicago several
months later. At the conference, we would present a draft plan for discussion.
Following the conference we would publish a revised plan as the model. Hopefully,
this would be the plan that Illinois would use and it could serve as a guide for the
other states. Participation by your office in all phases of the project would certainly
enhance the chance that the outcome would be something useful for the country.
I called Sara Whitman as she requested shortly after our visit to the White House.
She said she would get back to us at the appropriate time. I imagine that most of
your efforts now are directed toward the passage of the legislation. We wish you
success in that endeavor
I appreciate the time you took to brief us when we were in Washington. And. we
look forward to working with you in the future.
Sincerely,
lus
Neal Creighton
THE WHITE HOUSE
WASHINGTON
sent 7/16/93
July 15, 1993
Mr. Neal Creighton
Robert R. McCormick Tribune Foundation
435 N. Michigan Avenue, Suite 770
Chicago, Illinois 60611-4041
Dear Neal:
Thank you very much for your kind letter. We are, of course,
thrilled by the generous interest of the McCormick Foundation in
helping to make Illinois a national model for the relationship
between a state and the new Corporation for National Service.
Although you correctly surmised that much of our attention is
focused on the current Congressional consideration of the
national service legislation, we also have begun internal
consideration of a variety of critical strategic planning issues
for the future, including those related to developing effective
state commissions.
We will be having the next in a series of internal discussions on
that issue in the middle of next week, and I would accordingly
look forward to calling you on Friday, July 23, to discuss the
subject further.
Once again, thank you for your interest and leadership.
Very truly yours,
CRA
C. Richard Allen
Deputy Assistant to the President
Deputy Director, Office of National Service
THE WHITE HOUSE
WASHINGTON
MEMORANDUM
Date:
July 20, 1993
From:
Sarah Whitman
To:
Rick Allen
John Briscoe
Malcolm Coles
Bob Currie
Judy Denny
Chris Gallagher
Laura Gassner
Janet Green
Art Ochoa
Don Gips
Dana Rodgers
Terry Russell
Shirley Sagawa
Frank Slobig
Patty Sullivan
CC:
Eli Segal
Subject:
State Structure working group
The next state structure meeting will be Wednesday the 21st at 4:00 - 5:30 in room 472 OEOB. I
have attached the agenda for the meeting.
Please come to the meeting having reviewed the attached list of tasks that this group needs to
complete in order to have a state structure ready for the new Corporation, as well as the letter
from the McCormick Foundation. We will finalize the task list and time line, and determine the
most useful way to take advantage of the foundation's generosity.
If there is anything else that you would like to add to the agenda, please let me know.
Thank you.
Agenda for State Structure Meeting
1. Critique the attached list of tasks that need to get completed by the state structure group
and the time frame within which they need to be completed.
2. Discuss interaction and communication with Governors.
Review the draft letter to the Governors. (Provided by Art Ochoa)
3. Discuss the McCormick Foundation proposal to develop a model plan for states'
relationships with the new corporation.
ROBERT R. MCCORMICK TRIBUNE FOUNDATION
435 N. MICHIGAN AVENUE, SUITE 770
CHICAGO. ILLINOIS 60611-4041
312/222-3512
NEAL CRE GHICN
...s 300
Executive Officer
July 13, 1993
C. Richard Allen
Deputy Assistant to the President
Office of National Service
The White House
Washington. D.C. 20500
Dear Mr. Allen:
Just a note to follow up on our short conversation when I visited the White H
last month with the group from Americans for National Service. If you will
remember. we talked about an idea that our Foundation has under considerat
for funding. The concept is to develop a model plan for a state to work with
1
new Corporation that will be established under the pending legislation for Na:
Service We would use Illinois as the model and have informally discussed thi
with the Governor
Of course. there is not much we can do until the actual legislation passes on th
Hill Tentatively, we have discussed an initial meeting of key people in Springf
early in 1994. followed by a conference at our center just west of Chicago sev
months later At the conference, we would present a draft plan for discussion.
Following the conference we would publish a revised plan as the model. Hope:
this would be the plan that Illinois would use and it could serve as a guide for t
other states. Participation by your office in all phases of the project would cert:
enhance the chance that the outcome would be something useful for the countr
I called Sara Whitman as she requested shortly after our visit to the White Hou:
She said she would get back to us at the appropriate time. I imagine that most C
your efforts now are directed toward the passage of the legislation. We wish yo
success in that endeavor
I appreciate the time you took to brief us when we were in Washington. A1
look forward to working with you in the future.
Sincerely,
/m/
Neal Creighton
THE WHITE HOUSE
WASHINGTON
sent 7/16/c
July 15, 1993
Mr. Neal Creighton
Robert R. McCormick Tribune Foundation
435 N. Michigan Avenue, Suite 770
Chicago, Illinois 60611-4041
Dear Neal:
Thank you very much for your kind letter. We are, of course,
thrilled by the generous interest of the McCormick Foundation i
helping to make Illinois a national model for the relationship
between a state and the new Corporation for National Service.
Although you correctly surmised that much of our attention is
focused on the current Congressional consideration of the
national service legislation, we also have begun internal
consideration of a variety of critical strategic planning issue
for the future, including those related to developing effective
state commissions.
We will be having the next in a series of internal discussions
that issue in the middle of next week, and I would accordingly
look forward to calling you on Friday, July 23, to discuss the
subject further.
Once again, thank you for your interest and leadership.
Very truly yours,
CRA
C. Richard Allen
Deputy Assistant to the President
Deputy Director, Office of National Service
Agenda for State Structure Meeting
June 28, 1993
I. Briefing from Shirley Sagawa and Jack Lew on status of legislation and how it affects state
structure decisions.
II. Briefing from ACTION and Commission representatives on strengths and weaknesses of
their existing structures.
ACTION - Malcolm Coles, Dana Rodgers
Commission - John Briscoe, Terry Russell
What are the functions now handled by the ACTION state offices? Strengths and
weaknesses? Ability to handle (or cooperate with) federal presence at the state level
called for in the legislation?
The Commission on National and Community Service operates through state lead
agencies. Are these effective transition mechanisms to the new state commissions? Are
there other entities that could handle the transition more effectively?
III. Discuss how to set up the state structure
How do we best inspire each Governor to create state commissions quickly and pick the
best board members?
What resources do the states need to get established (money, technical assistance)? Do
we have these resources? Where can we get them?
How do we avoid fraud at the local level? How do we make sure that money is being
spent well and that certain programs do not get preferential treatment?
IV. Discuss federal support structure
What are the responsibilities of the corporate representative in the state structure and
what is the overall relationship between state commissions and the corporation beyond
the statutory requirements? (eg., What information about the programs will the states
need to report to the corporation? Will the commissions assist local programs in meeting
their matching requirements?)
To:
Sarah Whitman
From:
Catherine Milton
Date:
July 21, 1993
State Issues
You had requested some brief thoughts on issues that the State
working group should be addressing. In no real logical order these are the
issues which we think need to be addressed that no one is currently focusing
on. The state issues fall into two areas, the state plan/selection process and
the infrastructure the state will need 1) to support programs through training
and technical assistance and 2) to monitor and audit programs.
The state plan/selection process raises several key issues. First, we will
need to prescribe quality standards to the states through regulation. We need
to agree on how these standards will be determined, communicated and
enforced. Second, what will be in the state plan? Will the formula and
competitive pieces of the plan be done simultaneously or separately? Will we
require the sub granting process be done before or after the submission of the
state plan? Who will evaluate state plans? On what basis/criteria would a
state plan and application for the formula allotment be rejected? On what
basis will the decisions for the competitive money for states be made?
Finally, how will we coordinate with programs applying both at the National
and State level? Will programs know if they have been funded at the state
level before they apply to the Corporation or will the processes be
simultaneous? These are huge issues given that 66% of the money will flow
through the state and that this will be the Corporation's main chance to
influence the quality of the programs selected.
Determining the infrastructure the state will need to support and
monitor programs is a large task that will require tremendous coordination
with the program working groups. The larger issue here is what is the most
cost effective and efficient way to provide the necessary control and support
without creating a large federal or state bureaucracy. It also raises issues of
the proper balance between state and federal jurisdiction. Until we have a
clearer picture of the best way to monitor, evaluate, train, and provide
technical assistance it is hard to determine what the appropriate state
infrastructure would like. In addition, the Legislation calls on the states to
play a role in recruiting participants and providing health care and day care.
We need to think through the proper federal versus state role in these
areas. Once we have a clearer picture, we can begin to determine the
appropriate structures for delivering this infrastructure.
FEDERAL DOMESTIC VOLUNTEER
ACTION
ACTION
1100 VERMONT AVENUE, NW
AGENCY
WASHINGTON, DC 20525
THE
U.S.A
July 21, 1993 - Capace /a fiscal
Issues,
MEMORANDUM
- up to date list d
State auditors
TO:
Sarah Whitman
-
Office of National Service
FROM:
Judith A. Denny
Inspector General
SUBJECT: State Structure Meeting Follow-up
At the July 7, 1993, meeting concerning state structures for
the Corporation, I was asked to identify fiscal capacity or
expertise deficiencies and other audit problems that. individual
states may have in handling Federal funds. The General
Accounting Office (GAO) and Federal cognizant agencies (for
single audits) were mentioned as possible sources of information.
GAO had no helpful information. Information from the
Departments of Justice, Housing and Urban Development, and
Education was very general. However, we found that the
Department of Health and Human Services (HHS) has very useful,
specific information.
At HHS, there is a National External Audit Review for the
Office of the Inspector General. The office--located in Kansas
City, Missouri--reviews all statewide audits conducted under
OMB Circular A-128. They review all audit findings, which
generally involve broad internal controls, but also include the
monitoring of subgrantees.
My deputy, Joe Suszko, talked with Ms. Barbara Bennett, who
is in charge of the Kansas City office. Without reviewing her
files, she could not say which states had problems in which
areas, although she was willing to say that the State of Colorado
had many continuing problems. She offered, however, to let us
review her files.
We have made arrangements for two auditors from my office to
go to Kansas City on July 26 to review the 40 statewide audits
done for FY 1992 (and perhaps some of the other 10 reports that
are done on a department-by-department basis). I expect that we
could have a summary report during the first week in August.
ACTION'S MISSION
To stimulate voluntary citizen participation in addressing the needs of American communities,
particularly those of the poor, the disadvantaged and the elderly.
DRAFT
July 21, 1993
Please call Judy Denny (606-4804) with comments by July 23.
July 26, 1993
Checklist for State A-128 Audit Review
State:
Fiscal Year Covered:
Statewide audit or Department by Department audit:
Date of Report:
Who Prepared the Report:
Qualified Opinion? Special Circumstances?
HHS Assessment (Did the Report Meet A-128 Standards):
Total State Budget:
Total Amount Audited:
Total Federal Dollars:
Total State Dollars:
Number of "Major" Programs:
Dollar Threshold for Definition of "Major" Program:
Dollar Amount of "Major" Programs:
Number of "Non-Major" Programs:
Dollar Amount of "Non-Major Programs:
Total Number of Findings:
Internal Control Weaknesses
Separation of Duties:
Obsolete Policy Guidance:
Documentation Issues:
Specific Systemic Weaknesses that Impact Grants:
Monitoring Procedures
For Block Grants:
Subrecipient Oversight:
Excess Federal Drawdowns:
Others:
Programmatic Findings:
Prior Year Findings:
Questioned Costs:
Findings relating to CNCS programs, if any:
Findings relating to ACTION Programs, if any:
Findings in State lead agencies:
ACTION
REGION III
Regional Office Operating Approach / Business Practices
The regional office located in Philadelphia, PA. operates under the
philosophy that all members of the system are integral and
contributing members of a proactive unit that seeks to expand
opportunities for volunteer service thus enhancing the quality of
life within our communities. This enhancement is achieved through
the skills and initiative of individuals within the system to
include the Regional Office, State Offices, sponsoring
organizations, volunteers and communities at large. Region III
encompasses the states of Pennsylvania, Ohio, Maryland, Delaware,
Virginia, Kentucky, West Virginia and the District of Columbia.
Within this approach, the Regional Office assesses potential
opportunities to link resources, both internal and external, to
maximize the impact of the ACTION programs within Region III by
being aware of a community's needs. The region strives to provide
a customer oriented support system to facilitate full utilization
of these resources while being responsive to the legal requirements
of existing legislation.
Using a systems approach to management allows this philosophy to
flourish. This technique empowers staff to develop innovative
solutions to problems region wide. Internal systems are
continually reviewed for improved methods. Functions in the
regional office are interdependent, thereby increasing
communication and creativity. The regional office allocates,
adjusts and manages resources, both financial and physical, to
achieve established goals. The management of resources allows for
the rapid identification of under utilized resources to be
reallocated which insures the highest return on our investment
dollars.
SPECIFIC FUNCTIONS IN THE REGIONAL OFFICE
VOLUNTEER SUPPORT
Needs of volunteers ranging from payroll to project interaction
are accomplished.
VISTA funds in Region III are maximized by the use of flexible
budget and forecasting process.
Peripheral (administrative support) aspects of federal volunteer
service are delivered smoothly, thereby enhancing the
volunteers' perspective of the service opportunity.
page 2
VOLUNTEER RECRUITMENT
Generates a cadre of talented applicants for service.
Provides a recruiting and applicant system that is service
oriented both to sponsors and to applicants.
Is innovative in approach - uses an electronic bulletin board to
announce VISTA openings at all universities.
Provides opportunities for all people to serve through the
recruiting system.
GRANTS MANAGEMENT
Performance reviews of grants results in asset reallocation for
other opportunities through unexpended balances
System of awarding grants allows for dissemination of grant
funds quickly, insuring a positive start up and allowing for
adjustments based on changing needs.
Grants information system allows for more informed decision
making process.
FINANCIAL MANAGEMENT
*
Solid management information system creates stability to
maximize and reallocate resources to insure cost effectiveness
of investment.
PROGRAM PLANNING/SUPPORT/EVALUATION
Local, condition sensitive, decision making system to approve
projects/grants within a responsive time frame.
Comprehensive evaluation system allows for replication of
successful demonstration projects region-wide.
Utilization of multi state VISTA projects meet common problems
within a locality that encompasses several state borders.
TRAINING AND TECHNICAL ASSISTANCE
Conferences strengthen volunteer management capabilities of
local sponsors.
Pre and In-Service Orientations for VISTA volunteers develop
skills required to meet the changes within the service
experience.
Technical Assistance material (e.g. Strategic Planning for
Public/Private Partnership) provides necessary methodology for
resource capitalization.
page 3
MANAGEMENT SUPPORT
*
Principles of span of control, economies of scale and customer
oriented behavior are satisfied through the regional
structure.
*
Creates a flexible and innovative culture which allows staff
to develop innovative approaches to problems.
REPRESENTATION
*
Facilitates the opportunity for Inter-Agency agreements with
other federal agencies ( e.g. economies of scale without
compromising goals)
Seeks out regionally based private sector support.
*
Represents the region to promote and stimulate citizen
participation.
Lessons "Turf" issues. Regional influence is valuable in gaining
consensus and developing coalitions.
POTENTIAL SERVICES TO THE INVESTMENT DIVISION
Provide support activities for Investment Division to include
grants management, fiscal and administrative support.
Work in partnership to develop training and technical assistance
activities.
Assist in recruitment support for the National Service
opportunities.
JUL-19-1993 14:03 FROM ACTION DOMESTIC OPERATION TO
94566420 P.01
ACTION
THE FEDERAL DOMESTIC VOLUNTEER AGENCY USA
1100 VERMONT AVENUE, NW
WASHINGTON, DC 20525
DOMESTIC OPERATIONS
A
C
Number of Pages
T
(Including cover sheet) :
6
I
Date Sent:
O
7/19/93
N
Contact Name: Ms. Sarah Whitman , Office Of National Service
Fax Numbe2/456-6420
202 456-6420
Sender:
Dana Rodgers, ACTION Domestic Operations
Comments:
11 there are any problems with this transmission, please call
Jean Pimble
immediately. 202/606-4806.
JUL-19-1993 14:03 FROM ACTION DOMESTIC OPERATION TO
94566420
P.02
ACTION STATE PROGRAM OFFICE CAPACITY TO
ASSIST FORMATION OF STATE COMMISSIONS
-
Fully staffed, most ACTION State Program Offices have the
capacity to provide support and assistance to newly forming
Commissions and to National Service grantees. (Several are
already doing so. For example, Georgia, where the State
Director is working closely with the Peach Corps, and
Arkansas, where State Director Bob Torvestad is working with
the Delta Service Corps.)
-
ACTION State Offices are generally staffed with a State
Director, State Program Specialists, and a State Program
Clerk or Assistant. Staffing of professional staff
(Director and Specialist) is based on a project caseload of
17-20 projects per professional staff person.
-
If all current vacancies are filled, then all 47 State
offices would have adequate professional staffing both to
administer ACTION projects and also to provide support and
assistance to other Corporation priorities.
-
Several State Program Offices serve more than one State.
These are noted on the attachment.
-
Very large States have interests and complexities which do
make it difficult for ACTION State staff to have access at
very senior levels. For example, the ACTION State Director
can and does interact with the Governors of many smaller and
even middle size States, but oven senior Agency staff cannot
routinely access governors in places like California and New
York.
-
ACTION State staff have experience in working with many of
the same entities who will be involved in the Commissions.
They have experience in networking and in putting together
community service programs involving diverse groups.
Finally, they are committed to the idea of the corporation,
and of National Service.
In summary, assuming reasonably full staffing, the State Program
Offices have the level of staffing necessary to support
Corporation priorities, including establishment of State
Commissions. They also have the motivation and the experience
including, in a number of instances, work with CNCS grantees.
The major constraint will be some limitations on access in the
super-large States, most notably California. It may be necessary
to develop a separate strategy for California and perhaps in
other large states, if there is initial hesitation on the State's
part, or if there is not a clearly established point of contact
who does have access to the senior State officials and who is in
turn accessible to Corporation staff.
JUL-19-1993 14:04 FROM ACTION DOMESTIC OPERATION TO
94566420
P.03
2
State Program Directors and staff can fill a number of key roles
in activating the State Commissions and supporting placement of
up to 25,000 National Service participants. These include:
-
Convene/participate in meetings with State officials to
provide technical assistance on establishment of
Commissions;
-
Convene/participate in meetings with prospective
grantees to provide information/technical assistance on
requirements/processes/potentials of National Service
grants. This is what State Offices routinely do for
potential ACTION grantees. A planned, structured set
of such meetings involving both State Commissions and
Corporation (State offices and HQ people in key States)
should be set up ASAP once the funding level for
National Service grants is approved;
-
Participate/lead training for State Commission and
grantee staff. This already happens - Peach Corps
personnel participate in ACTION training for VISTA
supervisors conducted by the Georgia State Program
Director;
-
Assist State Commissions in development of
criteria/standards for such generic programming matters
as qualifications of National Service participants,
training curricula, grantee staff qualifications and
approval processes, etc. This would probably involve
translating national standards and systems to the State
level; and
-
Provide technical assistance to the State Commissions
in program support and management systems. For
example, ACTION is currently rodesigning its project
site visit system, developing a "menu" of monitoring
instruments to be used by State staff in project site
visits. This is being designed to be adaptable to
other Corporation programs.
All the activities listed above -- and more -- will need to be
done on a comprehensive, coordinated basis in all States. The
resources potentially available include current ACTION field
staff (many of the resources currently exist in ACTION Regional
Offices as well as in State Program Offices), current State lead
agency and Commission grantee personnel, consultants and
contractors, and headquarters staff currently working in ONS, the
CNCS and ACTION. Probably all sources will be required to fully
accomplish the job.
JUL-19-1993 14:05 FROM ACTION DOMESTIC OPERATION TO
94566420 P.04
3
However, when all these assets are assessed, the people now
working in ACTION State and Regional Offices collectively possess
the working experience, expertise, and number to effectively
undertake a substantial portion of the task without incurring
additional costs which contractors and consultants would entail.
JUL-19-1993 14:05 FROM ACTION DOMESTIC OPERATION TO
94566420 P.05
ATTACHMENT
ACTION has 47 State Program Offices, which are responsible for
managing programs in the 50 States, the District of Columbia,
Puerto Rico, the Virgin Islands and several Pacific territories.
-
Vermont and New Hampshire are handled by a single State
Office, located in Concord, NH.
-
Puerto Rico has an ACTION State Office, which also
manages programs in the U.S. Virgin Islands.
-
Virginia and the District of Columbia have a single
office, located in Richmond, VA.
-
Maryland and Delaware have a single office, located in
Baltimore, MD.
-
North and South Dakota have a single office, located in
Pierre, SD.
-
Colorado and Wyoming have a single office, located in
Denver. However, one person is outstationed in
Cheyenne, WY.
-
The Hawaii State Program Office in theory supports
programs in Guam, American Samoa, Northern Mariana and
other Micronesian entities. However, there are
presently no programs outside Hawaii.
Most ACTION Program Offices are located in State capitols.
However, there are exceptions:
-
New York State (office in New York city, 2 State staff
located in Albany.)
-
Pennsylvania (office in Philadelphia)
-
Kentucky (office in Louisville)
-
Florida (office in Orlando)
-
Alabama (office in Birmingham)
-
Illinois (office in Chicago)
-
Michigan (office in Detroit)
-
Wisconsin (office in Milwaukee)
-
Missouri (office in Kansas city)
JUL-19-1993 14:06 FROM ACTION DOMESTIC OPERATION TO
94566420 P.06
-
California (office in Los Angeles, branch in San
Francisco)
-
Oregon (office in Portland)
-
Alaska (office in Seattle)
TOTAL P.06
07/20/93
16:07
202 724 0607
CNCS #2
$
002
SERVE AMERICA
COMMUNITY ON ANTIONAL CNCS ANTIONAL
COMMISSION ON NATIONAL AND COMMUNITY SERVICE
CONFIDENTIAL
TO:
Sara Whitman
FROM:
Art Ochoa ap
DATE:
7/20/93
RE:
State Transition Ability
Attached is YSA's assessment of States' ability to transition to State Commission
structures. This does not reflect the opinion of Commission staff.
Please contact me if you have any questions.
529 14th Street, N.W., Suite 452, Washington, D.C. 20045 202/724-0600 Fax 202/724-0608
07/20/93
16:08
202 724 0607
CNCS #2
5
003
07/19/93 16:38 YOUTH SERVICE AMERICA + CNCS
NO.990 P002
YOUTH
SERVICE
AMERICA
Memorandum
TO:
Sarah Whitman
Catherine Milton
FROM:
Frank Slobig
The attached rundown of the states represents our current collective assessment
of where states are at, how well or how poorly they are operating, and how
effectively positioned they are to make the transition from the lead agency
structure to state commissions. The mid-range group has a great deal of
variability to it and could probably be split into sub groups or graded within the
group. To a lesser extent the same could be said of the third group.
The correlation with the rating and ranking we did of the state plan updates in
March is interesting and generally reinforcing. Depending on what level of
detail people feel they need at this point, they may find the state by state analysis
we did four months ago useful to review.
1101 15th Street, NW, Suite 200. Washington, DC 20005
202/296-2992
FAX 202/296-4030
07/20/93
16:08
202 724 0607
CNCS #2
004
NO.990 P003
07/19/93
16:38
YOUTH SERVICE AMERICA + CNCS
Current Assessment of States Ability to Transition
to State Commission Structure
Well:
Arkansas
Kansas
Massachusetts
Minnesota
Michigan
New Jersey
Pennsylvania
Moderately Well:
Arizona
California
Colorado
D.C.
Florida
Georgia
Illinois
Indiana
Kentucky
Louisiana
Maryland
Mississippi
New Hampshire
New York
North Carolina
Ohio
Oregon
Rhode Island
South Carolina
Vermont
Virginia
Washington
West Virginia
Poor:
Alabama
Alaska
Connecticut
Delaware
Hawaii
Idaho
Iowa
Maine
Missouri
Montana
Nebraska
Nevada
New Mexico
North Dakota
Oklahoma
South Dakota
Tennessee
Texas
Utah
Wisconsin
Wyoming
American Samoa
Guam
Puerto Rico
Virgin Islands
SERVE IMERICA
CNCS NATIONAL COMMENTS PRINT
COMMISSION ON NATIONAL AND COMMUNITY SERVICE
To:
State Structure Planning Committee
From:
Terry Russell, General Counsel
Date:
7/7/93
Re:
State implementation issues
After our last meeting, I had discussions with Commission staff, Youth Service
America (YSA), and the National Governors' Association (NGA) about problems
and opportunities related to the transition from state lead agencies to state
commissions. Below are some preliminary thoughts on what the our State
Structure Planning Committee identified as the big transition issues.
Structures for State Implementation of Legislation
While the issue of which "ideal" state structures, either currently existing or to be
created, would most smoothly effectuate the transition to the new state structure
called for in the legislation is an interesting one, the reality is that in almost all
cases, the current state lead agency will be the entity to oversee the transition to
the state commission. Since one of our main goals is a speedy and effective
transition, it would not be in our best interest to ask states to abandon their lead
agencies and designate another transition entity. This would delay the transition
process, and in some cases it would involve difficult political battles, as well as
regulatory and statutory changes.
Current state lead agencies are the right entities to implement the state
commission structures. Lead agencies have existing relationships with other
state agencies and officials. In addition, they are also networked with local and
regional governments, and state and local nonprofit organizations. Early
outreach to these kinds of constituencies is essential to building an effective state
commission.
There will be, however, cases where a Governor may wish to designate an
alternative transitional agent. Governors should be informed of this possibility
in a letter from the newly formed Corporation to Governors that discusses the
states role in implementing the legislation and outlines principles of best practice
for state planning and development.
529 14th Street, N.W., Suite 452, Washington, D.C. 20045
202/724-0600
Fax 202/724-0608
Resources Available for State Transition Efforts
We need to ensure that current state lead agencies have the adequate resources
and assistance to plan and execute the transition. Perhaps the single most
important way we can insure effective and timely transitions to state
commissions is to provide adequate technical assistance to the states. Technical
assistance could include an implementation guide (currently being discussed
with NGA), regional and/or national meetings for the transition entities in the
states, conference calls, etc. The overall TA team should include Corporation
staff and Board, NGA (and other national association representatives), national
nonprofits including Youth Service America and the Points of Light Foundation.
This would also increase the likelihood that the TA would cover all key transition
areas. Although no one has ever made this transition before, the study of some
current state structures may prove useful in identifying what other kinds of
assistance is necessary. We have asked Youth Service America, a Commission
grantee, to step up its technical assistance research. YSA has agreed to deliver to
us, by the end of the summer, case studies on the implementation of the National
and Community Service Act in five states. We expect these studies to provide
information that will be useful to us in helping states make the transition to the
state commission structure. Also, these studies may reveal how other states have
used in-state resources to their advantage in implementing the National and
Community Service Act.
Challenges
The biggest challenge is going to be dealing with state statutes and regulations
regarding the formation of new entities. These regulations and laws may require
lengthy processes, or they may prohibit or severely restrict the development of
the state commissions. In most, if not all states, there is the need for enabling
legislation for state commissions, as well as laws and regulations that govern the
appointment of Board members. State budgetary constraints may make the
creation of a new entity politically difficult for a Governor or legislature. In
addition, a lack of funds may have produced a hiring freeze that would prevent
knowledgeable staffing of the new state commission. Also, since state
legislatures must "reappropriate" federal funds, this may slow down the
implementation process.
The key to a successful transition to the new state commissions is providing
technical assistance to the state lead agencies quickly, when the transition
planning in the states is beginning. We must be able to provide direction and
assistance to the states at both the staff and elected official levels.
07/12/93
18:39
202 724 0607
CNCS #2
OFC NAT SVC
001/006
The Commission
CNCS
on
National and Community Service
Facsimile Transmission
The National Press Building, Suite 452
529 14th Street,
Washington, D.C.
Phone: (202) 724-0600
Fax: (202) 724-0608
Please deliver to: Sarah Whitman
Organization:
Fax Number:
Phone Number:
From: (atherist M.lten
Date: 7-12-93
We are transmitting a total of 6 pages, including this cover page.
Re: State Ruid agencies friencs
Please Note: The information contained in the facsimile measage is privileged and confidential, and is intended
only for the use: of the individual named above and others WDO have been specifically suthorized 5
receive it If you at not the intended recipient. you are hereby untified that may dissemination.
distribution or copying of this communic strictly probibined. U you have received this
communication is error. or if my problems occur with the transmission, please notify us
immediately at: the telephone number above
Message:
Pla discard proor faxes of Chis
document they were incomplete
18:40
C202 724 0607
CNCS #2
+++
JUN-17-1993
OFC NAT SVC
17:22 FROM SCTION DOMESTIC OPERATION TO
002/006
37242E2E
P.21
Sawh
W.
FYI
brow
Jack I DOMESTIC VOLUMITER
Cather
ACTION
1100 VERMONT AVENUE. NW
END
AGENCY
WASHINGTON. DC 20525
USA
June 17, 1993
MEMORANDUM
TO:
Regional Directors
FROM:
Gary Kowalczyk 36H
Acting Associate Director/DO
SUBJECT: State Lead Agencies for Commission on National and
community Service
Attached you will find a roster of contacts within the
States who serve as the "Lead Agency" for state participation in
the various grant: programs sponsored by the Commission on
National and Community Service.
while many contacts have already occurred and there are
excellent working relationships in a number of states, I want to
make sure that all ACTION state Office Directors contact their
respective lead agencies to introduce ACTION and its programs, to
describe our projects within the State, to seek opportunities to
coordinate efforts where appropriate, and to offer to be of
assistance.
As the preparations for implementing the National Service
Trust Act of 1933 continue, such relationships are very
important. Please let me know if you have any questions.
OC: Catherine Milton, Executive Director
Commission on National and Community Service
ACTION state Program Directors
CC: DS
P6
mc
RA
6/18
NA
55
mc
ACTOS MEDI
Chis
e
:
E
1
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17:23
COMESTIC
003/006
37242688
0.22
06.08.80
15:43
State Lead Agents
6/9/93
Page 1
Alabama
Mr. lack Draner
Dr. Chris Gimora
Governor's Office on Volunteerism
Special Office of the Governor
Neberts State Capital
The Captal, Room 2106
Montgemery AL 36130
Telephone PL 22399-0001
205-242-7156
304-488-1372
Mr. Jack O. Moortel
Lynn Themon
Governor's Office
1200 Equitable Bulling
Executive Tower
100 Pumper
Phone AZ 65007
Attenta, GA SUBOS
602-842-4351
Ms. date Ann Mayers
Mr. Charles Togucts
Division of Volunteerlam
Department of Education
1300 Denaghey Plaza South
1360 MBH Street
Little Rook. AR 72203-1437
Honoldu, MI
501-682-7540
206-568-3310
California
Amount Z lig.
Leandre Bums
Callornia Conservation Coros
who Department of Employment
1530 Capital Avenue
319 Main and
Sacrements. CA 03014
Beloo, DD 05736
916-323-6588
206-354-6168
Colorados.
Ms. Baine Andrus
ADjamn Zudar
201 Bast Collex Avenue
Cline of no F Governor
Denver. 8 sceos
100 West Rendalph, subs 16-200
303-886-6887
Chiengo, n
Mr. Benjamin K. Centy
ruden Wood
D.O. Service Curps
Resson - - Government Come Bouth
1599 K a NW
302 West Washington Covert
Washington. DC 20005
M 1 I !!!
202-347-4138
317-213-2504
No. Lorrans Multiple
L Firsh
500 who or UW. or (Rate YONED Cargers
Crede
Federal and WERE Brooks
Sunte Capital
Dover. DE 18901
Des Maines IA suris
502-738-4488
515-281-5211
07/12/93
18:41
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CNCS #2
--+ OFC NAT SYC
17:24 FROM PCTION COMESTIC CRERATION 10
1
004/006
57248628
P.03
CE/08/93
15:14
202 725 oeo-
LNCS $2
***
State Lead Agents
6/9/93
Page 2.
Patricia P. Kelis
Ms. Mary Jo Richardson
Kares Other for Community Service
920 Capital Square Buiding
Santa co Building, Never & Quinty
650 Coder street
Topeka KS 66801
a Paul MN 55101
813-250-1909
812-200 1430
w Cirpy Queham
Dr. Sarah Depre
community Education/Ferry SUPPORT Blanch
P.O. Box 771
1705 cauld Place Tume
Water Billors Building
Jackson, MS 36206
52-886-6117
801-258-3037
Louisian
Mr. Andy Kapplin
Mr. Larry Unley
Office of Liautanant Governor
Dept. of Economic Development
PO Box 44243
281 More Drive
Baton Rouge, LA 70804
Jelivision City, MO 65100
504-342-2038
314-751-7790
Maina
Mr. Andrew Massison
Cheries AND
Bureau of Child and Family Services
ORGE of Governer
State House Station #1
State State Capital Buldro
Authorize ME 04233
Halema MT
207-267-3531
408-468-3111
Maryl
Ms. Sally Michel
m AMO Amount
Maryland Rate Department of
Cellse of Usban MUST
200 West Belimore Street-7th Flair
Stude can PO Box 94848
Batimore, MD 21201
was NE 4640
410-353-3427
409-477-2578
Susan Product non
ME. MaDy H
MISS mon us and Office w & - - Columbian
1585 Han * Street-481 Plear
400 West king Street
any. MA once
Carem civ. NV more
617-770-7502
Mich
Diana Alles
Rey a Warden
Mishigar: community Service Commission
New M Training cand
Paza Sig. 4th Four
MOW Bun pays Road
Lineing MI 48909
answs. NM 08301-7317
817-336-1295
803-206 sixe
07/12/93
18:42
P202 724 0607
CNCS #2
+++ OFC NAT SIC
7JN-17-1993 17:24 =>> action COMESTIC CREPATION
2005/006
87242628
15:45
= 24 =
06/09/93
0246
144
State Lead Agents
6/9/93
Page 3
New jersey
Dr. Mem Frantives
Mr. Todd Janes
Department of Higher Education
Office of the Secretary of State
= 30 Weat Stere Street CN SAZ
130 3am Capital
Trenson, NJ 08623-0562
Salem, OR 97310
507-033-6629
503-378-4139
New
Caroline Gaston
Mr. Juhn A
The NM Youth Services Project
Capabl burding, stute 400
m 6 Forder Streets
Senta Fe. NM 87803
Harrisburg, PA 17120
506-427-3087
717-787-1871
New York
Mr. LOU Tuped
Jose
Governors Office for Voluntary Gervizo
Aventée Pum de Leen 6020
Number Two World Todo Carter Ros
Pure do There
New York, NY 10047
Gas Jun PR 00008
212-417-2255
North Carolina
Ms. Lynn Wareh
Judy Roy
Governor's Office of Citizen's Affairs
PO Box sao
116 West Jones Street
Red Late, MN 50871
Reisigh, NC 27803-8001
210-079-0041
919-738-5017
North
Mo AND R Sheerer-Shinem
MR. Dista Creative
University d Mash Date
all Disputers w Becausary and Destindary Education
POBLE 7100
2 Mayes Iron
due Pulls, NO 68202
CENCE
701-777-4201
www
Ohio
Run LEgn
Ms. Mary REVIN -
Quarters Community Senta ADDRESS Cultrible
Department $1 Division
Office of the Governor
1400 no -
Columbia. OH 43255-0001
Culturals so 2001
614-644-0800
& Remove POW
Ma. DiD Halling
Oxlehama State Department of Education
Disponsibility of Education and Culture
700 Governor's Drive
City. OK 79105
Form. as 67801-231
406-81-4311
605-778-4478/3263
07/12/93
18:42
202 724 0607
IUN-17-1993 17:25
FROM
CNCS #2
OFC NAT SVC
1
@06/006
05/09/93 15:47
202 723 0807
CALD #2
State Lead Agents
6/9/93
Page 4
Ms. card White
GAil Pripain
State Capital
Department of Health and Social Services
Suite G-12
I WER When Street, Room 618
Nashvide, TN 37243-0001
Madison WI 53707
815-741-4131
608-267-7790
Texas
Dr. Sylvia Gurvia
Seeg Fame
Texas Education Agency
Office of the Governor
1701 North Congress Avenue
Capital Building
Austin TX 78791
Chayanne, WY 82002
512-463-9633
307-777-7437
Harley Paultan
Utah State Office of Education
250 East 600 Baun
Salt Lake City, UT 84111
801-322-7828
Ms. Shella Balley
State Department of Education
120 State Street
Monseller, VT 08820 2601
002-826-2755
Mr. Km Lacy Johnson
Virginia cases of Vearn keriam
Street
Atthorize VA 20215
804-225-3780
Berbam Geoding ding
Dispanment . Community Development nos
Street
Dymple, WA 98504-8300
206-783-8688
W. Just No whouse
Virginia Disputment of a - n
1000 Kanawha buner East
Charlestors wv 25305
306-348-2348
July 20, 1993
MEMORANDUM
TO: Sarah Whitman
FROM: Patty Sullivan
OF
RE: Possible preparatory activities to assure timely
implementation of the National Service Trust Act
I've listed below a number of activities that can be completed
during the next few months that will help lay the groundwork for the
implementation of the National Service Trust Act from a state
perspective.
1) Continued outreach between the Office of National Service and the
nation's Governors. Special efforts should be made to engage
Governors other than Romer, who will be leaving the NGA chairmanship
in August of 1993. Perhaps efforts could be targetted on lead
states or others identified by the Commission as strong service
states.
2) Development of basic information to educate Governors' staffs on
the mechanics of the National Service program. This effort would
build on the current materials that have been distributed during the
legislativo process and could include a short "implementation guide"
that would lay out the specific steps that need to be taken by a
Governors' office. Such materials should be developed jointly by
the NGA, the Office of National Service and where appropriate, the
Commission.
3) Convene & working group of governors' staff from interested
states to help identify the potential barriers to the timely
implementation of the National Service program. The Commission
could again help to identify states and individuals that would serve
on such a working group. Based on the lessons learned from the
existing programs, the group could help anticipate the potential
problems in implementation and assist in working out some of these
problems in advance. NGA could convene the working group from the
Governors.
JUL 20 '93 05:07PM NAT'L GOVERNORS ASSOCIATION
P.3/3
Sarah Whitman
p.2
July 20, 1993
4) Work with the National Conference of State Legislatures, the
State Budget Officers and other state related groups LO Identify
potential barriers to implementation from a more technical
perspective. For example, what sort of model memorandum of
understanding exist between state agencies that have helped to
facilitate transfer of funds within state agencies.
5) Develop a long-term strategy to develop broad-based support for
the National Service program among the governors. NGA will continue
to keep the governors informed on the progress of the legislation
and then the implementation of the program. Efforts will also be
made to include national and community service as an agenda item at
NGA meetings. Informal technical assistance will be provided to
encourage governors to incorporate service programs into larger
initiatives.
JUL-16-1993 16:15 FROM ACTION OIG
TO
94566420
P.01
FEDERAL DOMESTIC VOLUNTEER
ACTION
ACTION
1100 VERMONT AVENUE, NW
THE
AGENCY
WASI HINGTON, DC 20525
U.S.A
Date:
7/16/93
To:
Sarah Whitman
Location: Office of National Service
FAX #
456- 456-6420 6420
# of pgs.
(including cover)
From:
Judith A. Denny, Inspector General
Office:
Office of the Inspector General
Phone # (202) 606-4804
FAX #
(202) 606-5290
PLEASE DELIVER AS SOON AS POSSIBLE
Sarah,
my call to you early this afterwoon
WAS to discuss the issue in the attached
memo.
of we need to get the information
next week, we'll have to make travel
arran gements As soon as possible Therefore,
d need to know what you think of
the timing
Thanks
ACTION'S MISSION
July
To stimulate voluntary citizen perticipation in addressing the needs of American communities.
particularly those of the poor, the disadvanteged and the aderly.
JUL-16-1993 16:15 FROM ACTION OIG
TO
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SEDERAL DOMECTIC OCTION VOLUNTEEM
ACTION
1100 VERMONT AVENUE, NW
THE
AGENCY
WASHINGTON, DC 20525
July 16, 1993
MEMORANDUM
TO:
Sarah Whitman
Office of National Service
FROM:
A. Denny
Inspector General
SUBJECT: State Structure Meeting Follow-up
At the July 7 meeting concerning state structures for the
Corporation, I was asked to identify fiscal capacity problems
that individual states may have in handling Federal funds. The
General Accounting Office (GAO) and Federal cognizant agencies
(for single audits) were possible sources of information.
GAO had no holpful information. Information from the
Departments of Justice, Housing and Urban Development, and
Education was very general. However, we found some very specific
and useful information from the Department of Health and Human
Services (HHS).
At HHS, Barbara Bennett is in charge of National External
Audit Review for the Office of the Inspector General. Her
officc--located in Kansas city, Missouri--reviews all state-wide
audits conducted under OMB Circular A-128. They review all audit
findings, which generally involve broad internal controls, but
also include the monitoring of subgrantees.
Without reviewing her files, Ms. Bennett could not say which
states had problems in which areas, although she was willing to
say that the State of Colorado had many continuing problems.
Ms. Bennett's staff will have the 40 statewide audits done
for FY 1992 (and perhaps the other 10 reports that are done on a
department-by-department basis) for the next two months before
they are archived. She has offered us the opportunity to review
these reports in Kansas City.
I propose that my office develop a check-list of relevant
issues, with your input. We can send one or two people (probably
for two days) to Kansas City in mid-August or early September to
review the reports. (Because of the HHS staff's schedule, we
would have to go late next week or wait until mid-August.)
Please let me know if and when this information is needed.
ACTION'S MISSION
To stimulate voluntary citizen perticipation in addressing the needs of American communities.
particularly these of the poor, the disadventaged and the elderly.
TOTAL P.02