HomeMy WebLinkAboutItem 20 - Amendment to the Agreement with OC Children's Therapeutic Art Center Community Development Agency
www.santa-ana.org/community-development
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 7, 2024
TOPIC: Amendment to the Agreement with Orange County Children’s Therapeutic Art
Center
AGENDA TITLE
Approve an Amendment to the Agreement with Orange County Children’s Therapeutic
Art Center to Expand Workforce Readiness and Skills Training
RECOMMENDED ACTION
Authorize the City Manager to execute a first amendment to the agreement with Orange
County Children’s Therapeutic Arts Center, to increase the amount by $100,000, for a
total agreement amount not to exceed $300,000, and increase the number of youth
served from 20 to 30 (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
At its regularly scheduled February 8th meeting, the Youth Council, a committee of the
Workforce Development Board, approved the above recommended action by a vote of
6-0-1-2 (Dr. Anna Jimenez-Hami abstained; Ignacio Alegre, Anthony Sandoval absent).
Under the authority of the Workforce Innovation and Opportunity Act (WIOA), the Santa
Ana Workforce Development Board (WDB) recently procured Youth Service Providers
to serve at-risk WIOA eligible Santa Ana youth to provide workforce readiness and skills
training. Following the evaluation and scoring of the two proposals by the Youth Council
Committee, the City Council awarded the Orange County Children’s Therapeutic Art
Center (OCCTAC) the contract at the June 20, 2023 City Council meeting, to oversee
WIOA services for the Program Year 2023-2024.
WIOA regulations stipulate that 20% of the youth formula funds are allocated to work
experience for the youth participants. After reviewing the Program Year (PY) 2023-24
youth budget, staff determined that the current work experience expenditure would fall
short of this requirement. This was brought back to the Youth Council for discussion at
their February 8th meeting. After discussion, the Youth Council is recommending to
increase the agreement with OCCTAC by $100,000 (Exhibit 1). This amendment will
also increase the number of participants from 20 to 30, which would align the work
experience expenditure in compliance with WIOA regulations.
Amendment to the Agreement with Orange County Children’s Therapeutic Art Center
May 7, 2024
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FISCAL IMPACT
Funds in the amount of $100,000 are available in the FY 2023-24 budget WIOA Youth
account (no. 12318763-69135) for the OCCTAC agreement.
Any remaining balances not expended at the end of the fiscal year will be presented to
City Council for approval of carryovers to FY 2024-25.
Fiscal Year Accounting Unit
– Account No.
Fund
Description
Account Unit,
Account Description Amount
FY 2023-24 12318763-69135 WIOA Youth Payment to Subagent $100,000
TOTAL $100,000
EXHIBIT
1. Amendment to Agreement with Orange County Children’s Therapeutic Arts Center
Submitted By: Michael L. Garcia, Executive Director of Community Development
Approved By: Alvaro Nuñez, Acting City Manager
AMENDMENT TO SUBAWARDAGREEMENT UNDER THE
WORKFORCE INNOVATION AND OPPORTUNITY ACT
WITH ORANGE COUNTY CHILDREN'S THERAPEUTIC ARTS CENTER THIS AMENDMENT to the above-referenced subaward agreement is entered into on May 7, 2024, by and between Orange County Children's Therapeutic Arts Center ("Subrecipient"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City").
RECITALS A.The parties entered into Agreement No. A-2023-118 ("Agreement") dated July l, 2023, to operateworkforce development programs for at-risk youth that provide preparation for secondary and postsecondary education, occupational training, and employment skills for entry into the labor market.The term of the Agreement runs through June 30, 2024 and is current and in-effect.B.The parties wish to amend the Agreement to increase the overall amount granted to Subrecipient.No further terms are contemplated by this Amendment.
The Parties therefore agree: 1.Section II, A, City's Obligations, is hereby amended to increase the overall amount awarded by$100,000.00. The total amount awarded during the term of the Agreement shall not exceed$300,000.00.2.Except as modified by this Amendment, all terms and conditions of the Agreement, shall remain infull force and effect.IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Agreement on the date and year first written above.
ATTEST Jennifer L. Hall City Clerk
APPROVED AS TO FORM SONIA R. CARVALHO Oty Attorney (;//2. i:.,fihr!::t.�rrcr tl,_4-� -�Assistant City Attorney
RECOMMENDED FOR APPROVAL Michael Garcia Executive Director Community Development Agency
CITY OF SANTA ANA Alvaro Nuñez Acting City Manager
SUBCONTRACTOR
By0:Jib-#-: Title: Executive Director Tax ID: 33-0930891
Page 1 ofl
EXHIBIT 1
EXHIBIT B 1
AGENCY PERFORMANCE PLAN 2023-2024
Orange County Children’s Therapeutic Arts Center
WIOA YOUTH POPULATION
Youth Population Ages # of Youth to be Served
In-School 16-18 6
Out-of-School (80% minimum) 16-24 24
TOTAL NUMBER OF YOUTH TO BE SERVED 30
PROJECTED ENROLLMENTS & EXPENDITURES
(NOTE: 80% OF YOUTH MUST BE ENROLLED BY 2ND QUARTER-DECEMBER 31, 2023)
Quarter # of Enrollments
per Quarter Estimated Expenditures per Quarter
1st $30,000
2nd (100% Enrollment Required) $40,000
3rd $130,000
4th $100,000
TOTAL $300,000
14 WIOA ELEMENTS
mark a “x” next to the elements provided in your
program
PERFORMANCE MEASURES
(Projected Benchmarks subject to change
Baseline=BL )
1.Tutoring, study skills training, dropout prevention
strategies
1.% of Participants who are in education/training,
or in unsubsidized employment during the 2nd
quarter after exit
Benchmark: 71%
2.Alternative secondary school services or dropout
recovery
3.Paid & unpaid work experience that have
academic and occupational components, which may
include: summer employment, pre-apprenticeship,
internships & job-shadowing, or On-the-Job training
(20% of funds must be used for this element)
2.% of Participants who are in education/training,
or in unsubsidized employment during the 4th
quarter after exit
Benchmark: 80%
4.Occupational skills training—priority for
recognized credentials aligned with sectors in-
demand
3.The median earnings of Participants in
unsubsidized employment during the 2nd quarter
after exit
Benchmark: $4,400
5.Education offered concurrently with workforce
preparation activities
4.
% of participants who, during the program, are in
education or training that leads to a recognized
postsecondary credential or employment AND
who are achieving measurable skill gains
Benchmark: 75%
6.Leadership development-community service &
peer centered activities
7.Supportive Services
8.Adult mentoring
9.Follow-up services for not less than 12 months
after exit (required)
5.% of Participants who obtain a recognized
postsecondary credential or secondary diploma
during participation OR within 1 year after exit
Benchmark: 64.2%
10.Comprehensive guidance & counseling drug &
alcohol, etc.
11.Financial literacy 6.Effectiveness in serving employers
Benchmark: BL*
*Pending further State and Federal guidance.
12.Entrepreneurial skills training
13.Labor marker information-career awareness and
exploration
14.Activities to help youth prepare for and
transition to postsecondary education
EXHIBIT 1
Revised Budget Form 2023-2024
Organization Name:
OC Children’s Therapeutic Arts
Administrative
Cost (Not to
Exceed 10%)
Total
Program
Cost
Total WIA Cost Match/In Kind
Personnel Salaries
1. Program Coordinator .88 FTE
47 weeks $26/hr. 35 hrs. per wk.
$42,770.00 $42,770.00
Exe. Director $80,000
2. Case Manager .88 FTE
24 weeks $22/hr. 35 hrs. per wk.
$18,480.00 $18,480.00
3. Job Developer & Case Manager .63 FTE
47 weeks $22/hr. 25 hrs. per wk.
$25,850.00 $25,850.00 Acct. Clerk $20,000
4. Career Counselor & Job Developer .50 FTE
43 weeks $22/hr. 20 hrs. per wk.
$18,920.00 $18,920.00
Office Mgr. $30,000
5. Technology Instructor .50 FTE
32 weeks $28/hr. 20 hrs. per wk.
$17,920.00 $17,920.00
6. Arts Instructor .38 FTE
32 weeks $28/hr. 15 hrs. per wk.
$13,440.00 $13,440.00
Program Staff $80,000
7. Literacy Coach .25 FTE
32 weeks $20/hr. 10 hrs. per wk.
$6,400.00 $6,400.00
SAC Instructors
$80,000
8. Numeracy Coach .25 FTE
32 weeks $20/hr. 10 hrs. per wk.
$6,400.00 $6,400.00
Child Dev. Certificate
$60,000
Personnel Benefits
1. Program Coordinator $4,277.00 $4,277.00 $8,000
2. Case Manager $1,848.00 $1,848.00
3. Job Developer $2,585.00 $2,585.00 $2,000
4. Career Counselor $1,892.00 $1,892.00 $3,000
5. Technology Instructor $1,792.00 $1,792.00
6. Arts Instructor $1,344.00 $1,344.00 $8,000
7. Literacy Coach $640.00 $640.00 $8,000
8. Numeracy Coach $640.00 $640.00 $6,000
Total Personnel Salaries & Benefits $165,198.00 $165,198.00 $385,000
Operating Expenses
Rent $105,000
Utilities $11,200
Phones $13,000
Internet Fees see phone
Parking Fees $200.00 $200.00 N/A
Security N/A
Maintenance $12,000
Insurance $11,500
Equipment rental fees* N/A
Equipment rental fees* N/A
Vehicle lease* $2,000.00 $2,000.00 N/A
Office expenses (consumables) $2,500.00 $2,500.00 $15,000
Accounting Services $58,000
Legal Services N/A
Auditing Services 12,000
Indirect Cost* $18,444.00 $18,444.00 N/A
Staff Training N/A
Staff Conferences $1,000.00 $1,000.00 N/A
Staff Travel/Mileage $200.00 $200.00 N/A
Participant Wages* $80,000.00 $80,000.00 N/A
Supportive Services* $19,500.00 $19,500.00 N/A
Participant Incentives* $5,458.00 $5,458.00 N/A
Youth Conferences $1,500.00 $1,500.00 N/A
Follow up 4,000.00 4,000.00
Total Operating Expenses $18,444.00 $116,358.00 $134,802.00 $237,700
GRAND TOTAL (Personnel + Operating) $18,444.00 $281,556.00 $300,000.00 $622,700
EXHIBIT 1
EXHIBIT G
WIOA 2023-2024 Grant
Personnel______________________________________ ____________________ _$ 165,198.00
Coordinator – .88 FTE for 47 weeks: (Benefits Included)
35 hours a week for 47 weeks @ $26.00 per hour
The Coordinator will work 35 hours a week for 47 weeks providing: recruitment & eligibility intake,
assessment, documentation & case notes; identify barriers and goals; monitor progress & goals; meet regularly with
individual WIA participants to train on employment and job skills; represent OCCTAC in provider network and
youth council meetings; organize and attend OCCTAC – WIA Staff Meetings and document input; organize
relative activities. Distribute WEX hours to youth and keep track of all paid hours and supportive service activities.
Also, the coordinator will aid youth during follow-ups, and complete any related documentation.
Case Manager - .88 FTE for 24 weeks: (Benefits Included)
35 hrs. a week for 24 weeks @ $22.00 per hour
The Case manager includes providing documentation & case notes; identify barriers and goals; monitor progress &
goals; meeting regularly with individual WIA participants to train on employment and job skills; represent
OCCTAC in provider network ad youth council meetings; organize and attend OCCTAC- WIA Staff meetings and
document input; organize related activities, such as: workshops, mock interviews etc.
Job Developer / Case Manager – .63 FTE for 47 weeks (Benefits Included)
25 hours a week for 47 weeks @ $22.00 per hour
The Job developer is responsible for creating job opportunities for clients by researching, identifying and
soliciting commitments from possible sources of employment; and providing clients with soft skills and job search
training. Job developer will also locate employment opportunities that fit each individual youth depending on
barrier such as Disability, probation, or parenting youth. The Case manager portion of this position includes
providing documentation & case notes; identify barriers and goals; monitor progress & goals; meeting regularly
with individual WIA participants to train on employment and job skills; represent OCCTAC in provider network ad
youth council meetings; organize and attend OCCTAC- WIA Staff meetings and document input; organize related
activities, such as: workshops, mock interviews etc.
Career Counselor & Job Developer – .50 FTE for 43 weeks: (Benefits Included)
20 hours a week for 43 weeks @ $22.00 per hour:
The respective position will be responsible for providing educational and career training to all WIA
participants; mentoring and assisting with related work experience placement; observing and monitoring
participants with technical/artistic skills; documenting progress throughout the program; meeting regularly &
individually with WIA participants to train on related curriculum; and attending regular team meetings. The Job
developer is responsible for creating job opportunities for clients by researching, identifying, and soliciting
commitments from possible sources of employment; and provide clients with soft skills and job search training. Job
developer will also locate employment opportunities that fit each individual youth depending on barrier such as
Disability, probation, or parenting youth.
Technology Instructor – .50 FTE for 32 weeks: (Benefits Included)
20 Hours a week for 32 weeks @ $28.00 per hour:
The respective position will be responsible for providing educational and career training to all WIA
participants as it relates to the technology field; mentoring and assisting participants with related work experience
placements; observing and monitoring participants with technical skills; documenting progress throughout the
program; meeting regularly & individually with WIA participants to train on related curriculum; and attending
regular tem meetings.
EXHIBIT 1
EXHIBIT G
Arts Instructor – .38 FTE for 32 weeks: (Benefits Included)
15 Hours a week for 32 weeks @ 28.00 per hour:
The respective position will be responsible for providing educational and career training in the Arts to all
WIA participants; mentoring and assisting participants with related work experience placements; observing and
monitoring participants with artistic skills; documentation progress throughout the program; meeting regularly &
individually with WIA participants to train on related curriculum; and attending regular team meetings.
Literacy/Instructor – .25 FTE for 32 weeks: (Benefits Included)
10 hours a week for 32 weeks @ $20.00
The respective position is responsible for assessing the literacy and basic skills of all WIA participants;
teaching WIA participants learning and literacy strategies; monitoring & documenting literacy progress throughout
the program; meeting regularly with WIA participants and attending regular team meeting.
Numeracy Coach/Instructor – .25 FTE for 32 weeks: (Benefits Included)
10 hours a week for 32 weeks @ $20.00
The respective position will be responsible for assessing the numeric and basic skills of all participants;
teaching WIA participant’s learning and mathematical problem-solving strategies; monitor & documenting
progress throughout the program; meeting regularly & individually with WIA participants to train on related
curriculum; and attending regular team meetings.
Rent ________ ___ _______ ______ ___ _ $0.00
Utilities _______ _ __________ $0.00
Phones ________________ ___________ $0.00
Internet ________ _ $0.00
Parking Fees _________ _______ ____________________ $_ 200.00
Funds allocated for parking fees at CWA Conference, Trainings, and Campus visits.
Security _________ _______ ___________________ $0.00
Maintenance _________ _______ ___________________ $ 0.00
Insurance ________ _ $0.00
Equipment rental Fees__ _________ _______ __________________ $0.00
Accounting Services _$0.00
Vehicle Lease _________ ______ ____________ _______$_2,000.00
Funds Allocated for the rental of 1-2 buses for Field trips
Bus Rental $500 each
EXHIBIT 1
EXHIBIT G
Office Expenses___________________ _____________________________________ $2,500.00
Office Supplies: as needed for 1 year $1,000.00.
Office supplies (copy paper, files, folders, pens, highlighters, paper clips etc.) will be purchased as needed by
WIOA staff members though out the year to assist in administration work, resource information, youth, workshops,
meetings, and classes.
Food: as needed for Field Trip and Conference: $
2 field trips: 2 X $300 = $600
2 conference trainings $400
TABE Test Material $500
Purchase necessary TABE Test score sheets to asses’ students before and after program session.
Legal Assistance _________ _______ ___________________ $0.00
Auditing Services _ _________ _____ __ ___________________ $0.00
Staff Training ________________________________________ ____________________ $0.00
Staff Conferences_________________________________________ _________ ______ $1,000.00
CWA conference registration fee for 1 or 2 case managers
Staff Travel/Mileage ____ $200.00
Mileage for WIA Staff as needed for 1 year $200
Mileage reimbursement will be made for WIA Staff for driving to WIA required events. Such as YSPN
meetings, Staff trainings, driving youth to necessary events (fields trips, Youth council meetings, City
Council Meetings, WEX placements, resource or referral appointments)
Stipends and Wages for 30 Participants_______________ ______$_80,000.00
Training Stipends (in school – out of school youth) – 30 participants
First 10 hours: participants given $125 stipend to participate in program
Second 10 hours: participants given $125 stipend to participate in program
Third 10 hours: participants given $125 stipend to participate in program
Fourth 10 hours: participants given $125 stipend to participate in program
After stipends completion Months 3 – 11: participants are paid $17.00 per hour for Work based learning (5 -10
hours per week or as funds become available)
Supportive Service_________________________________________ ___________ $19,500.00
Buss Pas/Gas Voucher: As needed for 30 participants $11,055.00
20 bus passes @65.55each for 5 months $6,555.00
10 gas cards @$50.00 Each month for 9 months $4,500.00
Funds are allocated for youth who need transportation related support.
Work Related supplies: As needed for 30 participants $3,000.00
Work related and Skills building tools, book, portfolios. Items needed for job interviews, Employment
opportunity, employment enhancement trainings and clothing, supplies.
EXHIBIT 1
EXHIBIT G
Academic Support: As needed for 30 – participants $4,125.00
Tuition Support for certificates or other related academic programs for 30 participants; books for related
course work, laptops, tutoring supplies, and college field trips and other academic supplies.
Fingerprinting/TB Test; as needed for 30 participants $1,320.00
30 fingerprinting @$19.00 each $570.00 and 25 TB test @$30 each $750.00 Funds
allocated for Dept. of Justice Clearance & TB test for employment.
Program Incentives __________________________________________________ $5,458.00
High School Dropouts
$50 incentive for every two modules or classes completed leading to a High School Diploma
4 Youth x 5 (10 modules) = 10 x $50 = $ 500.00
High School Diploma or Post-Secondary Education
$100 incentive for obtaining high school diploma; registering for Fall or Spring Semester at post-secondary
institution; or obtaining a credential.
20 youth = $1,958
Basic Skills Deficient (BSD) Youth
$25 incentive for increasing their EFL score by at least one level in either Math or Reading subjects for participants
that are identified as basic skills deficient upon enrollment.
60 youth = $1,500
Employment
$25 incentive for submitting a job application and obtaining a job interview. 20
youth = $500
$50 incentive for obtaining employment.
20 youth = $1,000
Youth Conferences $1,500.00
CWA conference registration fee for 1-2 currently enrolled youth
Follow up $4,000.00
Indirect Cost ______________________ _______ ________________ ______$18,444.00
10% de Minimis
Program Documents:
a. WIA Youth Sign in Sheet: Participants will log and track all activities and hours accumulated on a day-
by-day basis and have supervisor sign to confirm time of arrival and departure to their activities.
Activities can include Work Base Learning Hours, Class training, case management and education
counseling meetings, Math/English tutoring session etc.
EXHIBIT 1
EXHIBIT G
b. WIA Youth Time Sheet: Participant will turn in a weekly time sheet with all hours accumulated
throughout the weeks in activities attended. Youth will be asked to log their tasks in detail to provide
proof of the activities attended. Activities can include Work Base Learning Hours, Class training, case
management and education counseling meetings, Math/English tutoring session and any other
supplemental hours approved by supervisor.
c. WIA Staff Time sheet: Staff will turn in a weekly time sheet with hours worked for meetings with
WIA youth, WIA administration, teaching a WIA class or Workshop, or Tutoring and preparing for
youth appointments, as well as any additional supplemental hours approved by WIA staff supervisor
and administrator intended for WIA program purposes only.
53 % of the budget will be directly spent on youth in the form of paid work experience, stipends, certificates
training, college tuition support and other support services.
EXHIBIT 1