MEMORANDUM OF UNDERSTANDING FOR HOSTING
CALIFORNIA CLIMATE ACTION CORPS FELLOWS
THIS MEMORANDUM OF UNDERSTANDING (MOU) is made and entered into as of May 2, 2024 by and between the City of South Lake Tahoe ("Partner”) and Bay Area Community Resources, Inc. (“BACR"), a non-profit organization, for the Full-term California Climate Action Corps 2024-25 Fellowship.
RECITALS
The California Climate Action Corps (CCAC) is an initiative of California Volunteers, Office of the Governor (CV), designed to build resilience within communities to the impacts of climate change and foster increased climate service opportunities for Californians. California Volunteers awarded a grant to Bay Area Community Resources (BACR) to lead the implementation of the California Climate Action Corps Fellowship.
1. The California Climate Action Corps Fellowship provides climate volunteer engagement, climate action, and climate outreach and education support to partner organizations in California through service provided by AmeriCorps Members (“fellows”).
2. Fellows can only serve on contracted and allowable service activities (engaging volunteers and implementing climate action and education projects).
3. The high-profile nature of the program necessitates Partner participation in timely outcome reporting, storytelling, and responsiveness to media engagement.
4. Partner desires to host fellow(s), and BACR desires to provide fellows’ service to Partner.
This document is to establish the basic guidelines and expectations between the Partner and BACR.
5. The Partner and BACR enter into this Agreement in order to memorialize the terms of BACR's performance of the services and the Partner's obligations with respect thereto.
AGREEMENT
BACR has contracted with AmeriCorps (formerly Corporation for National and Community Service – CNCS) through California Volunteers to implement the California Climate Action Corps Fellowship. Fellows can only serve on contracted activities approved by AmeriCorps and California Volunteers and must abide by Federal guidelines for AmeriCorps program implementation.
Partner agrees that any fellows assigned to the Partner will only participate in the activities described below:
1. Climate Volunteer Engagement: Supporting community climate action by engaging, recruiting, and supporting volunteers.
2. Direct Climate Action: Assisting one or more organizations to implement specific climate action projects that the Partner would otherwise not be able to complete.
3. Climate Education and Outreach: Increasing public awareness through educating and informing community members about California's climate-related challenges and how they can address climate change in their communities.
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4. Training and Professional Development: Up to 20% of CCAC Fellow service time (340 of 1,700 total hours) can be spent on training, including orientation at the start of the service term, regular training, and professional development and networking opportunities provided by BACR.
Federal guidelines further restrict certain activities that cannot be engaged in by California Climate Action Corps Fellows or CCAC staff while charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or AmeriCorps. Direct fundraising or grant writing are NOT allowable activities in the California Climate Action Corps Fellowship. In addition to only serving on contracted performance measure service activities, the following activities are prohibited (see 45 CFR § 2520.65):
1. Attempting to influence legislation;
2. Organizing or engaging in protests, petitions, boycotts, or strikes;
3. Assisting, promoting, or deterring union organizing;
4. Impairing existing contracts for services or collective bargaining agreements;
5. Engaging in partisan political activities or other activities designed to influence the outcome of an election to any public office;
6. Participating in or endorsing events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials;
7. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization;
8. Providing a direct benefit to:
a. A business organized for profit;
b. A labor union;
c. A partisan political organization;
d. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or a substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and
e. An organization engaged in the religious activities described above, unless CNCS assistance is not used to support those religious activities;
9. Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive;
10. Providing abortion services or referrals for receipt of such services; and
11. Such other activities as CNCS may prohibit.
CCAC Fellows, like other private citizens, may participate in the above-listed activities on their own time, at their own expense, and on their own initiative. However, the AmeriCorps and California Climate Action Corps logos must not be worn while doing so.
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must follow equal opportunity employment requirements and be accessible to persons with disabilities by providing reasonable accommodation. In support of this:
1. BACR and Partner will comply with Equal Opportunity Employment guidelines.
2. BACR and Partner will endeavor to make reasonable accommodations to known physical or mental limitations of qualified AmeriCorps members with disabilities unless the accommodation would impose an undue hardship on the program operations.
3. BACR and Partner will endeavor to accommodate the sincere religious beliefs of AmeriCorps members to the extent such accommodation does not pose an undue hardship on the Organization's operations.
4. BACR and Partner will not allow any form of retaliation against individuals who raise issues of equal employment opportunity or reasonable accommodation.
5. BACR, as the implementing agency of the program, is the only party that can write up or terminate a fellow. Partner must work with CCAC staff to address disciplinary issues but cannot issue a warning or terminate a fellow themselves.
6. BACR, as the implementing agency, supports the fellows through BACR’s Human Resources Department, People and Culture. Partners that want to involve HR for disciplinary concerns or accommodations must defer to BACR People and Culture.
Partner’s HR department can work with BACR People and Culture but cannot address HR concerns without including BACR.
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II. Scope of Services
BACR will perform the following services:
General Program Responsibilities
1. Recruit and onboard fellows.
2. Provide the living stipend bi-weekly (7th and 22nd of each month)
3. Provide clear guidelines to fellows regarding AmeriCorps regulations and expectations.
4. Work to support and guide fellows, addressing any concerns that might develop during the service year.
5. Work to provide support and guidance for Partners, addressing any concerns that might develop during the service year, in conjunction with CCAC staff and CV.
6. Provide HR support through BACR’s People and Culture department.
7. BACR provides Workers’ Compensation and General Liability insurance for all CCAC Fellows.
8. BACR reserves the right to remove CCAC Fellows from Partners should the placement become unsuitable or unsafe for fellows or Partners violate the terms of this MOU. BACR will make reasonable attempts to address and appropriately mitigate concerns with Partners.
Fellow Responsibilities
1. Pass a state, national, and National Sex Offender Public Website (NSOPW) background check before starting their service year.
2. Complete at least 170 hours, and no more than 340 hours, of training through dedicated CCAC Fellow training, development, and service days.
3. Serve an average of 40 hours per week for 11 months, serving a minimum of 1,700 total hours. Fellows must consistently strive for an average of 40 hours a week of service. Fellows cannot serve part-time hours with the intention of not completing the program.
4. Participate in days of national service including, but not limited to: Veteran’s Day Day of Service, Martin Luther King, Jr. Day of Service, and César Chávez Day of Service; 9/11 Day of Remembrance; State Day of Service, and AmeriCorps Week Service Day.
5. Participate in regional CCAC Fellowship-led and/or Partner-led days of service for Earth Day and/or Arbor Day in April.
6. Comply with guidelines for performance measures and abide by regulations on prohibited activities described in Section I above.
7. Support accurate project reporting in a timely manner as required by AmeriCorps, including hours served, climate actions/education completed, community members engaged through outreach, and volunteers recruited in the Golden Volunteer online platform
8. Identify as a CCAC Fellow and wear BACR-provided gear (e.g., CCAC t-shirts, sweaters, pins, etc) and/or AmeriCorps lapel pins during service hours.
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III. Partner Requirements, Responsibilities, and Expectations In order to provide a clear and well-defined service experience for participating fellows, Partner shall meet and uphold the following requirements to host a fellow:
Partner Responsibilities:
1. Interview and select CCAC Fellows to serve at Partner site with intention. Partner staff must make time to meet with candidates and select fellows who will be a good fit for the program and their site.
a. Cannot select CCAC Fellows who are related to any employees of Partner who are in the supervision chain or would be working with the fellow
2. Identify one staff member to act as the “Site Supervisor” (SS) for the project who will act as the point person for both the fellows and CCAC staff. SS must understand and agree to follow all program requirements and expectations. Partners are responsible for communicating with their intended Site Supervisor about AmeriCorps regulations, Program scope, and requirements.
3. Identify one staff member, board member, or other connected person to serve as a “Mentor” for fellows throughout the term. Mentor should not have any supervisory responsibilities toward the fellows or assign project tasks. Mentor should meet at least once a quarter with fellow(s) to provide overall career guidance and advice.
4. For those situations where it is determined teleservice is appropriate or when a number of a fellow’s service hours can properly be accrued through teleservice; a. Teleservice is appropriate only when the activity can be meaningfully supervised and hours verified independently. Additionally, fellows must live within the community they are serving through teleservice. If it is determined that its fellows will be allowed to teleserve, Partner must provide an established agreement. ● The agreement must state that fellows cannot perform teleservice full-time; only hybrid (part-time teleservice, part-time in-person) will be approved. ● The agreement must identify an in-person schedule with a set location, with a minimum of meeting in person once a week.
b. Remote service - where the fellow is not located within the commuting area of the geographic community where the service is to occur and is not expected to be physically present at the service site and/or community events is not allowed. c. Virtual service site - organizations with no physical location are not allowed.
5. Provide an office location for fellows to meet, with adequate professional workspace for at least one (1) day of onsite, in-person service each week. At a minimum, this includes a desk, workspace, computer, bathrooms, adequate break areas, and other workplace essentials for fellows to support the intended project. Ensure that the site and workplace are accessible to individuals with disabilities if needed.
6. Provide workplace safety training, review of emergency procedures, and safety equipment as applicable to fellow’s service. Provide on-site first aid kit.
7. Provide a site-specific email address to fellows for communication throughout the term.
CCAC email addresses are available if this is not possible.
8. Must provide an average of 40 hours of project work each week throughout the program term that is focused on direct climate action and volunteer engagement within the parameters of the site’s approved project. Administrative tasks are not allowed.
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9. Familiarize fellows with the host organization’s culture, resources, and project scope, including safety procedures and protocols.
10. Identify California Climate Action Corps as a partner in all public or external events fellows support/participate in.
11. Publicly display “AmeriCorps Member Serving Here” sign, provided physically and digitally by Program staff.
12. If Partner allows fellows to drive vehicles owned/leased by the organization, Partner will assume liability for any auto accidents.
Expectations for Site Supervisors
Site Supervisors (SS) are the primary coaches and managers for CCAC Fellows throughout the program. They guide, direct, and evaluate fellows in all service projects and professional development and are responsible for fellows on a day-to-day basis.
Each SS should expect to spend an average of 8-10 hours per month per fellow. With guidance from the team at BACR, each SS must commit to the following:
1. Complete a draft Scope of Work and 30-day Plan and onboarding checklist before the fellows’ term to ensure clear direction and a solid foundation at the start of the term.
Templates for these pieces are provided by BACR staff in the link above.
2. Meet weekly with fellows to direct their service projects. This fellowship is a professional development program and not a job. Many fellows are new workforce entrants with limited professional experience. Site Supervisors are strongly encouraged and may be required to meet more frequently with their fellows, depending on the needs of each individual. Site Supervisors are expected to play an active role in each fellow’s professional development. They should expect to provide coaching throughout the term, in addition to the regular direction for service projects.
3. Manage fellows’ service hours and timesheets, including approving on a bi-weekly basis, with support from CCAC staff.
4. Provide time for fellows to complete all program requirements, separate from their service projects. At a minimum, this will include 170 hours of training and professional development (10% of their CCAC Fellowship term), including 3-6 hours of training provided by BACR staff each month, UC Climate Stewards coursework (or equivalent) for a total of 40-50 hours of live classes and asynchronous coursework, and other professional development training. Monthly training provided by BACR is typically held on the third Thursday of each month from 9:00 AM - 4:00 PM. Training and professional development hours provided by BACR and Partner site cannot exceed 340 hours or 20% of their term.
5. Complete an initial performance assessment of each fellow (survey and goal setting) within one month of the start of the service year; conduct a mid-term performance review with the support of CCAC staff; complete a final performance review before the end of the service term, and complete a term-end program evaluation. BACR will provide all evaluation surveys.
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in with CCAC Fellows and CCAC staff. Monthly meetings with host partners are typically held on the second Tuesday of each month from 1:00 - 2:00 PM.
7. Commit to working with fellows to complete their timecards by the 15th and 30th of each month and approve all fellow timecards by the 16th and 1st of each month unless pre-approved by CCAC staff.
8. Seek opportunities to integrate fellows’ professional goals into project activities.
9. As appropriate, facilitate fellows’ transition at the end of their service term by introducing fellows to relevant colleagues and networks.
10. Site Supervisor will sign this agreement to confirm their understanding of the responsibilities above. If the Site Supervisor changes during the program term, outgoing SS will complete the transfer process provided by BACR with incoming SS. Incoming SS will also sign this agreement.
Reporting and Collective Impact Responsibilities
In order to support success, realize the fellowship’s desired collective impact, and assist with demonstrating California’s commitment to service, Partner shall:
1. Advance community climate goals by developing defined project scope(s) to be completed before the service term. Defined scopes shall:
a. Ensure service activities are consistent with the defined scope and aligned with Program goals.
b. Keep CCAC staff apprised of project developments and/or challenges, redefine project scope(s) and goals as necessary, and specify fellow roles in advancing projects.
c. Identify volunteer engagement, climate action, and education or outreach targets, tracking, and reporting methods.
2. Commit to working with fellows to submit detailed and accurate monthly climate impact reports by the 5th of each month, including
a. Quantitative outputs for climate actions completed; volunteers recruited; people educated through structured workshops; and people engaged through training, presentations, and outreach activities.
b. Collecting and entering data on platforms as specified by BACR, including but not limited to Salesforce, GoldenVolunteer, Google Forms, Logs, and/or other tracking tools.
c. Collecting survey data for Education Events through BACR-provided pre and postsurveys. d. Entering volunteer names in the GoldenVolunteer online platform.
3. Support broader community engagement in climate action activities by a. Hosting/identifying climate-related volunteer engagement activities that fellows can support during their service term and result in at least 100 volunteers recruited per fellow placed at the partner site.
b. To the best of Host Partner and SS availability, provide financial support for volunteer events hosted by fellows (e.g., providing funds for purchasing supplies or snacks).
c. Posting volunteer opportunities fellows are involved with on GoldenVolunteer.
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d. Supporting fellow participation in climate-related high-profile volunteer events led by CV and the broader California Climate Action Corps program. e. Coordinate with CCAC staff to provide information and connection to the broader California Climate Action Corps initiative, including, but not limited to, one or more of the following:
i. Assist with site visits by CCAC staff and/or California Volunteers staff and participate in media or social media to promote initiative work. ii. Facilitate participation in site events and leadership connections for BACR staff and/or California Volunteers staff.
iii. Connection of CCAC Fellows across Host Partners.
4. Support broader storytelling and collective impact by a. Supporting any additional project reporting as requested by CCAC staff. b. Allowing BACR to share all reporting results with California Volunteers and AmeriCorps for required grant reporting.
c. Sharing climate action activities and outcomes through social media and press as appropriate and tagging BACR, California Climate Action Corps, and CV communications teams where relevant.
d. Identifying California Climate Action Corps as a partner on all public or external events in which fellows participate following CCAC branding guidelines.
Other Requirements
1. Not displace Partner staff or volunteers through the use of California Climate Action Corps Fellows, nor have California Climate Action Corps Fellows perform any services or duties that would supplant the hiring of employed workers.
2. Not offer the California Climate Action Corps Fellow part-time work that is substantially similar to their fellowship scope of work, nor offer them full-time employment with a start date prior to the Service Term end date.
3. If challenges arise (related to professionalism, work performance, managing expectations, etc.), provide specific written feedback to the fellow and share it with CCAC staff in a timely manner. CCAC staff can then assess the challenges and intervene as needed. Partners cannot issue warnings or terminate fellow(s). BACR, as the implementing agency, must be involved in all performance-related conversations.
4. Please review the Site Supervisor (SS) Handbook. The SS Handbook is a guiding document for supervisors and contains important information about program requirements, expectations, and resources. Each SS is expected to review this handbook before the start of the program term and contact CCAC staff with any questions. Please note: the handbook linked here is for the current program term (203-24) and is provided for reference only. Some numbers, dates, and guidelines for the Full-term 2024-25 Fellowship will change. You will receive an updated copy of the handbook before the term start date of September 16, 2024.
5. As applicable to project activities and CCAC Fellow roles, Partner is required to follow state and local public health guidelines to ensure appropriate COVID-related training, support, and protection for fellows and to avoid placing them in unsafe conditions or asking them to conduct activities without appropriate safety management protocols in place.
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IV. Reimbursable Expenses
BACR does not cover expenses related to the service project. All project-related expenses, including mileage expenses for CCAC Fellows traveling for their service project, are the responsibility of the Partner. Fellows must be reimbursed within 30 days of submitting a reimbursement request to the Partner.
V. Timeline
All tasks enumerated in Section II and Section III are to start on April 30, 2024, and should be completed by December 31, 2025.
\S1\ \D1\
Joseph Irvin
City Manager
City of South Lake Tahoe
Date
\S2\ \D2\
Sara Letton
Sustainability Coordinator
City of South Lake Tahoe
Date
\S8\ \D8\
Adolfo Rivera
Director of National Service Programs
Bay Area Community Resources
Date
DocuSign Envelope ID: 624D8D43-B283-4864-831D-76489D21037F 5/3/2024
5/6/2024
5/6/2024
182 46
DocuSign Envelope ID: 624D8D43-B283-4864-831D-76489D21037F 183 47